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AGENDA
Ordinary Council meeting |
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Date: |
Wednesday, 31 July 2024 |
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Time: |
1:00 pm |
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Location: |
Carterton Events Centre 50 Holloway St Carterton
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Mayor R Mark Deputy Mayor S Cretney Cr D Williams Cr B Deller Cr R Cherry-Campbell
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Cr L Newman Cr S Gallon Cr S Laurence Cr G Ayling G Waatanita - Hurunui-o-Rangi Marae
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Ordinary Council meeting Agenda |
31 July 2024 |
Notice is hereby given that an Ordinary Council meeting of the Carterton District Council will be held in the Carterton Events Centre, 50 Holloway St, Carterton on:
Wednesday, 31 July 2024 at 1:00 pm
Order Of Business
3 Conflicts of Interests Declaration
5 Youth Council views on agenda items
6.1 Minutes of the Ordinary Council Meeting held on 26 June 2024
7.2 Delay Adoption of Long-Term Plan 2024-34
7.3 Delayed Setting of the 2024/25 Rates
7.4 2023/24 Budget Carryforwards
7.5 Adoption of Fees and Charges for the 2024/2025 financial year
7.6 Adoption of the Wairarapa Class 4 Gambling and Standalone TAB policy
7.7 Flat Point Flood Resilience Project
7.8 Norman Avenue Road Upgrade
7.11 Service Requests and Complaints
7.12 Local Government Official Information and Meetings Act Requests
8.1 Confirmation of the public-excluded minutes of Council meeting 26 June 2024
Mai i te pae maunga, raro ki te tai
Mai i te awa tonga, raro ki te awa raki
Tēnei te hapori awhi ai e Taratahi.
Whano whano, haramai te toki
Haumi ē, hui ē, tāiki ē!
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31 July 2024 |
6.1 Minutes of the Ordinary Council Meeting held on 26 June 2024
1. That the Minutes of the Ordinary Council Meeting held on 26 June 2024 are true and correct.
File Number: 407504
Author: Robyn Blue, Democratic Services Officer
Attachments: 1. Minutes of the Ordinary Council Meeting held on 26 June 2024
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Ordinary Council meeting Minutes |
26 June 2024 |
MINUTES
OF Carterton District Council
Ordinary Council meeting
HELD AT THE Carterton Events Centre, 50
Holloway St, Carterton
ON Wednesday, 26 June 2024 AT 1:00 pm
PRESENT: Mayor Ron Mark, Deputy Mayor Steve Cretney, Cr Dale Williams, Cr Brian Deller, Cr Robyn Cherry-Campbell, Cr Lou Newman, Cr Steve Gallon, Cr Steve Laurence, Cr Grace Ayling (via videoconference)
IN ATTENDANCE: Staff
Geoff Hamilton (Chief Executive), Glenda Seville (Community Services and Facilities Manager), Solitaire Robertson (Planning and Regulatory Services Manager), Johannes Ferreira (Infrastructure Services Manager), Marcus Anselm (Communications and Engagement Manager), Robyn Blue (Democratic Services Officer), Serah Pettigrew (Democratic Services Officer)
Q Other
Stephen Hill (ElectioNZ.com) – via videoconference
1 Karakia Timatanga
The meeting opened with karakia by Cr Lou Newman.
2 Apologies
There were no apologies received.
3 Conflicts of Interests Declaration
Cr Robyn Cherry-Campbell identified a conflict of interest with Item 8.1 – Appointments to the District Licencing Committee List Appointments.
4 Public Forum
There was no public forum.
5 Youth Council views on agenda items
NOTED
· The Youth Council will provide feedback to Council at the next meeting on their views on the Representation Review.
6 Confirmation of the Minutes
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6.1 Minutes of the Ordinary Council Meeting held on 1 May 2024 |
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MOVED 1. That the Minutes of the Ordinary Council Meeting held on 1 May 2024 are true and correct. Cr R Cherry-Campbell / Cr B Deller CARRIED |
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6.2 Minutes of the Extraordinary Ordinary Council Meeting held on 15 May 2024 |
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MOVED 1. That the Minutes of the Extraordinary Ordinary Council Meeting held on 15 May 2024 are true and correct with the following amendments: a. Item 6.1 (2) - Cr B Deller was for the motion (not against the motion); and Deputy Mayor S Cretney was omitted as being against the motion. b. Item 6.5 (3) – Those for and against the (tied) motion was incorrectly recorded. Those for the motion were Mayor R Mark, Deputy Mayor S Cretney, Cr G Ayling and Cr S Laurence. Those against the motion were Cr R Cherry-Campbell, Cr B Deller, Cr L Newman and Cr D Williams. Mayor R Mark / Cr L Newman CARRIED |
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6.3 Minutes of the Hearings Committee Meeting held on 29 May 2024 |
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MOVED 1. That the minutes of the Hearings Committee Meeting held on 29 May 2024 are true and correct. Cr R Cherry-Campbell / Deputy Mayor S Cretney CARRIED |
7 Reports
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7.1 Representation Review Initial Proposal for consultation |
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1. Purpose For Council to agree the Initial Proposal for the Representation Review that will go out for consultation. |
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MOVED That the Council: 1. Receives the report. 2. Agrees the Initial Proposal for formal consultation with the community is the following: (a) That the Carterton District Council comprises the Mayor and eight (8) Councillors, all elected at large. (b) That no community boards are established. 3. Adopts the Representation Review Statement of Proposal (SOP) Consultation Document as the basis for public consultation. 4. Authorises the Mayor and Chief Executive to approve any minor amendments to the Representation Review Statement of Proposal (SOP) Consultation Document. 5. Agrees that the Hearings Committee which will hear the oral submissions and deliberate on both the Initial and Final Proposal as part of this aspect of the Representation Review will be a Hearings Committee of the Whole that includes all elected members. 6. Notes that when the Final Proposal is agreed this is expected to be in place for the next two elections in 2025 and 2028 unless another full representation review is untaken. Deputy Mayor S Cretney / Cr B Deller CARRIED |
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7.2 Water Reforms Update |
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1. Purpose For the Council to be informed of proposed changes to the legislated framework surrounding three waters services, and to ratify the submission made on the Local Government Water Services Preliminary Arrangements) Bill.
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MOVED That the Council: 1. Receives the report. Deputy Mayor S Cretney / Cr G Ayling 2. Ratifies the CDC submission on the Local Government (Water Services Preliminary Arrangements) Bill. Cr R Cherry-Campbell / Cr D Williams CARRIED |
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7.3 Wairarapa Economic Development Strategy Work Programme,Operating Model, and Memorandum of Understanding |
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1. Purpose For Council to approve: a) The work programme for the Wairarapa Economic Development Strategy (WEDS) in FY24/25. b) The operating model for WEDS in FY24/25 and beyond. c) The Memorandum of Understanding that defines the commitment of the three Wairarapa District Councils and WellingtonNZ to partner to deliver the Wairarapa Economic Development Strategy for the period 1 July 2024 – 30 June 2027, including the work programme for FY24/25, under the operating model. |
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MOVED That the Council: 1. Receives the report. 2. Agree the Work Programme for FY24/25, focused on Water Resilience, Food & Fibre, and Workforce. 3. Agree the WEDS operating model for FY24/25 and beyond, with oversight provided by a small WEDS Steering Group consisting of Council and place-based and skilled economic development representatives. 4. Agree the Memorandum of Understanding for 1 July 2024 – 30 June 2027, including annual funding commitment of $60,000 plus CPI. 5. Note that quarterly and annual reporting will be provided to Council, including work programme delivery and financial reporting. 6. Note the existing MoU expiry will be deferred until a new agreement is signed. 7. Agree any unspent WEDS budget under the current MoU will be carried over to FY24/25. Cr D Williams / Cr S Gallon CARRIED |
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7.4 Review of Council, Committees, Advisory Groups and Portfolio Responsibilities for the 2022-25 Triennium |
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1. Purpose For the Council to review the committee structure for the remainder of the 2022-25 Triennium. |
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MOVED That the Council: 1. Receives the report. 2. Notes a workshop will be held to review the Committee and Advisory Group Terms of Reference. 3. Reconfirms the appointments to the council committees, advisory groups and external entities with the following amendments:
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GWRC Committee |
Member |
Alternate |
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Wellington Regional Transport |
Mayor |
Deputy Mayor |
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Wellington Region Leadership Committee |
Mayor |
Deputy Mayor |
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Civil Defence and Emergency Committee |
Mayor |
Deputy Mayor |
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Wairarapa Committee |
Mayor |
Deputy Mayor |
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Upper Ruamahanga River Management Advisory Group |
Cr Brian Deller Cr S Cretney |
N/A |
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Waiohine River Plan Advisory Group |
Cr B Deller
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N/A |
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Cr R Cherry-Campbell / Cr S Laurence CARRIED |
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7.5 Chief Executive Report |
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1. Purpose For the Council to be informed on planned Council operational activities, major projects, and other matters of importance and interest. |
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MOVED That the Council: 1. Receives the report. Cr B Deller / Cr S Gallon CARRIED |
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7.6 Updated Policy on Elected Members Allowances and Expenses 2024/25 |
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1. Purpose For the Council to approve the updated Policy on Elected Members’ Allowances and Expenses effective from 1 July 2024 to 30 June 2025. |
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MOVED That the Council: 1. Receives the report. 2. Adopts the minor changes in the Policy on Elected Members’ Allowances and Expenses 2024/25. Cr D Williams / Deputy Mayor S Cretney CARRIED |
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7.7 Service Requests and Complaints |
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1. Purpose For the Council to be informed on Service Requests received from 1 January 2024 to 29 May 2024, and Complaints received from 8 March 2024 to 7 June 2024. |
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MOVED That the Council: Receives the report. Cr R Cherry-Campbell / Cr S Gallon CARRIED |
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7.8 Local Government Official Information and Meetings Act Requests |
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1. Purpose To inform the Council of the number of requests under the Local Government Official Information and Meetings Act (LGOIMA) 1987 (the Act) 19 April 2024 to 7 June 2024. |
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MOVED That the Council: 1. Receives the report. Cr S Laurence / Cr L Newman CARRIED |
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7.9 Correspondence |
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1. Purpose To note relevant correspondence received by Council. |
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MOVED That the Council: 1. Notes the correspondence received. Cr D Williams / Cr B Deller CARRIED |
8 Exclusion of the Public
RESOLUTION TO EXCLUDE THE PUBLIC
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MOVED That the public be excluded from the following parts of the proceedings of this meeting. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
Deputy Mayor S Cretney / Cr B Deller CARRIED |
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MOVED That Council moves out of Closed Council into Open Council. Cr D Williams / Cr S Laurence CARRIED |
9 Karakia Whakamutunga
The meeting closed with a karakia by all councillors.
The meeting closed at 3.06 pm
Minutes confirmed: …………………………………………………
Date: 3 July 2024...................
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31 July 2024 |
7.1 Review of Council, Committees, Advisory Groups and Portfolio Responsibilities for the 2022-25 Triennium
1. Purpose
For the Council to review the committee structure and Terms of Reference for the remainder of the 2022-25 Triennium.
2. Significance
The matters for decision in this report are not considered to be of significance under the Significance and Engagement Policy.
3. Background
Each triennium the Council establishes a committee structure. At the Inaugural Council meeting held on 22 October 2022 appointments were made to following committees:
· Risk and Assurance Committee
· Policy and Projects Committee
· Investment Committee
· Water Race Committee
· Hearings Committee
· Community Grants Committee
· Rural Travel Fund Committee
The Council also has four advisory groups which includes elected members and relevant organisations and community groups:
· People and Places Advisory Group
· Walking and Cycling Advisory Group
· Rural Advisory Group
· Wastewater Treatment Plant Advisory Group
Roughly halfway through the triennium, the committee appointments and Terms of Reference was brough to Council on the 26th June 2024 for consideration. Some changes were made to committee appointments and there was further discussion regarding a few of the Terms of Reference’s for committees.
Elected Representatives sought more time to consider potential changes and a workshop was scheduled for the 31st July 2024.
This report brings the Terms of Reference for committees and advisory groups back to Council following the workshop.
4. current Membership to committees, advisory groups and external entities
The updated committee, advisory group and external membership is as follows:
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Members/Chair |
Updated 26 June 2024 |
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Risk and Assurance Committee |
Philip Jones (Independent Chair) Deputy Mayor D Williams (Deputy Chair) Mayor R Mark (ex-officio) Cr G Ayling Cr S Cretney Hurunui-o-Rangi Marae representative |
Philip Jones (Independent Chair) Deputy Mayor S Cretney (Deputy Chair) Mayor R Mark (ex-officio) Cr G Ayling Cr D Williams Cr S Laurence Hurunui-o-Rangi Marae representative |
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Policy and Projects Committee |
Cr S Cretney (Chair) Cr S Gallon (Deputy Chair) All other Elected Members Hurunui-o-Rangi Marae representative |
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Investment Committee |
Independent Chair – TBA Deputy Mayor D Williams (Deputy Chair) Cr L Newman Cr S Laurence Mayor R Mark (ex-officio) |
Independent Chair – TBA Deputy Mayor S Cretney (Deputy Chair) Cr L Newman Cr S Laurence Mayor R Mark (ex-officio) |
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Water Race Committee |
Councillor Deller (Chair) John McFadzean (Deputy Chair) Cr S Gallon Cr S Cretney David Ellison Jill Eastham Neil Wadham |
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Hearings Committee |
Cr R Cherry-Campbell (Chair) Cr B Deller (Deputy Chair) Cr S Laurence |
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Rural Travel Fund Committee |
Cr S Cretney (Chair) Cr B Deller (Deputy Chair) Cr S Gallon Cr L Newman |
Cr S Cretney (Chair) Cr D Williams (Deputy Chair) Cr S Gallon Cr L Newman |
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Community Grants Committee |
Cr R Cherry-Campbell (Chair) Deputy Mayor D Williams (Deputy Chair) Cr L Newman Cr G Ayling |
Cr R Cherry-Campbell (Chair) Deputy Mayor S Cretney (Deputy Chair) Cr D Willams Cr L Newman Cr G Ayling |
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RSA Grants Committee (Carterton and District Returned and Services Memorial Trust) |
Deputy Mayor D Williams Cr S Cretney |
Deputy Mayor S Cretney Cr D Williams |
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Advisory Group |
Members |
Amendments 26 June 2024 |
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People and Places Advisory Group |
Cr R Cherry-Campbell (Chair) Cr S Cretney (Deputy Chair) Cr L Newman Cr S Laurence |
Cr R Cherry-Campbell (Chair) Cr L Newman (Deputy Chair) Cr S Laurence Cr B Deller |
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Walking and Wheels Cycling Advisory Group |
Cr L Newman (Chair) Cr S Laurence (Deputy Chair) Cr S Cretney |
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WWTP Advisory Group |
Deputy Mayor D Williams (Chair) Cr S Cretney (Deputy Chair) Cr S Gallon Cr G Ayling |
Deputy Mayor D Williams (Chair) Cr B Deller (Deputy Chair) Cr S Gallon Cr G Ayling |
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Rural Advisory Group |
Cr B Deller (Chair) John Booth (Deputy Chair) – appointed Cr S Gallon Deputy Mayor D Williams Cr G Ayling |
GWRC Committee |
Member |
Alternate |
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Wellington Regional Transport |
Mayor |
Deputy Mayor |
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Wellington Region Leadership Committee |
Mayor |
Deputy Mayor |
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Civil Defence and Emergency Committee |
Mayor |
Deputy Mayor |
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Wairarapa Committee |
Mayor |
Deputy Mayor |
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Upper Ruamahanga River Management Advisory Group |
Cr Brian Deller Cr S Cretney |
N/A |
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Waiohine River Plan Advisory Group |
Cr B Deller |
N/A |
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External Committee/Entity |
Elected Member Appointee |
Amendments 26 June 2024 |
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Wairarapa District Plan Review Committee |
Cr B Deller Cr R Cherry-Campbell |
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Joint District Licensing Committee |
Cr B Deller Deputy Mayor D Williams |
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Wairarapa Economic Development Strategy Governance Group |
Mayor R Mark Cr R Cherry-Campbell (Alternate) |
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Wairarapa Trails Action Group |
Cr L Newman Cr S Laurence |
Glenda Seville, Community Services Manager |
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Wairarapa Road Safety Council |
Cr S Laurence |
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Zone 4 (LGNZ) |
Mayor R Mark |
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Wairarapa Climate Change Caucus |
Cr R Cherry-Campbell Cr G Ayling |
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Wellington Regional Waste Minimisation and Management Joint Committee (WCC) and Wellington Regional Waste Forum |
Cr S Cretney Mayor R Mark (alternate) |
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Mayors’ Taskforce for Jobs |
Mayor R Mark Deputy Mayor D Williams (alternate) |
Mayor R Mark Deputy Mayor S Cretney (alternate) |
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Mangatarere Project Team |
Cr S Cretney Cr S Laurence |
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Destination Wairarapa |
Roger Wigglesworth (independent) |
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Carterton Creative Communities Funding Committee |
Cr G Ayling Cr S Laurence (alternate) |
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Wairarapa Policy Working Group |
Cr R Cherry-Campbell Cr S Cretney |
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Remutaka Transport Group |
Mayor R Mark |
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Carter Society |
Cr S Cretney J Greathead (independent) |
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Cobblestones Charitable Trust |
Joseph Gillard (independent) |
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Future for Local Governance in Wairarapa Working Group |
Deputy Mayor D Williams Cr R Cherry-Campbell |
Deputy Mayor S Cretney Cr R Cherry-Campbell |
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Wairarapa Water Resilience Strategy Working Group |
Mayor R Mark Cr B Deller |
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Combined Wairarapa Council Working Group |
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Mayor R Mark Deputy Mayor S Cretney Cr R Cherry-Campbell |
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Local Water Done Well Oversight Group |
Mayor R Mark Cr B Deller (alternate) |
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5. Terms of Reference
The Draft Terms of Reference are in Attachment 1 with minor amendments outlined in red. Further changes to these Terms of Reference’s may be proposed and voted on prior to Council considering the recommendations below.
6. Considerations
6.1 Climate change
There are no direct climate change implications from the decisions in this paper.
6.2 Tāngata whenua
Membership of the Risk and Assurance Committee and the Policy and Projects Committee includes a Hurunui-o-Rangi Marae representative. These roles include full speaking and voting rights.
A Hurunui o Rangi Marae representative is also invited to Council meetings with full speaking rights, but no voting, rights.
6.3 Financial impact
There are no financial impacts.
6.4 Community Engagement requirements
The Water Race Committee is currently undertaking an election for three community representatives. It is not advisable to make changes to the Water Race Terms of Reference while this election is taking place. Best practice would see any suggested changes to the Water Race Terms of Reference being discussed with, and considered by, the new Water Race Committee before coming to Council for consideration.
Other than the Water Race, there are no community engagement requirements.
6.5 Risks
There are no additional risks associated with the decisions in this paper.
That the Council:
1. Receives the report.
2. Adopts the Terms of Reference for the following committees and advisory groups as outlined in Attachment 1.
(a) Risk and Assurance Committee
(b) Policy and Projects Committee
(c) Water Race Committee
(d) Investment Committee
(e) Hearings Committee
(f) Sport NZ Rural Travel Fund Committee
(g) Community Grants Committee
(h) Walking and Cycling Advisory Group
(i) People and Places Advisory Group
(j) Rural Advisory Group
(k) Waste Water Treatment Advisory Group
With the following amendments: xxxx.
3. Reconfirms the appointments to the council committees, advisory groups and external entities with the following amendments: xxxxx.
File Number: 410024
Author: Glenda Seville, Community Services and Facilities Manager
Attachments: 1. DRAFT Updated Terms of Reference Committees and Advisory Groups ⇩
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Ordinary Council meeting Agenda |
31 July 2024 |
7.2 Delay Adoption of Long-Term Plan 2024-34
1. Purpose
For the Council to be updated on the delay in obtaining an audit opinion on the 2024-34 Long-Term Plan (LTP), and to note the refreshed, audited LTP is now expected to be tabled for consideration by Council on 18 September 2024.
2. Significance
The matters for decision in this report are part of a decision-making process that will lead to council considering a decision of high significance within the meaning of the Local Government Act 2002, being the adoption of the 2024-34 Long-Term Plan. Officers have undertaken an assessment of the matters in the Significance and Engagement Policy and are of the opinion that the proposal in this report to delay the adoption of the LTP under consideration is significant as it is likely to have a high degree of community interest, and substantially affects rates and debt over the ten years included in the Long-Term Plan.
Community consultation on the draft LTP was undertaken between 5th April 2024 and 5th May 2024. Engagement with ratepayers on rates setting and delays in invoicing have been ongoing through advertising in print media, social media, our website and directly through letters and email. This engagement will continue throughout the year, with a particular focus on Instalment one.
Management plan to have the final, audited, LTP available to Elected Members and the public in early September prior to the Council meeting considering adoption.
3. Background
Carterton District Council staff have been working on developing the 2024-34 LTP since early 2023. The LTP process has been impacted by several delays including receiving the new rating valuations from QV, extended deliberations and hearings, delays in completing on-site work by Audit NZ, and a delayed review of Audit NZ work by Office of the Auditor General (OAG). Following the OAG review Audit NZ identified further issues in the LTP that we needed to rectify.
This means Carterton ratepayers rates invoices have been delayed beyond the usual first instalment date of July (normally due for payment in August).
A separate report to Council, ‘Delayed Setting of the 2024-25 Rates’ considers options including the implications of moving from four instalments per annum to three. The three-instalment approach would cover the full annual rates amount. This paper is also being considered by Council on 31st July 2024.
The proposed Fees and Charges, updated for 2024/25 can be adopted separately from the LTP. A paper is being presented to Council at the meeting on 31st July 2024 to consider adopting the updated Fees and Charges schedule.
4. Discussion
Delay in adopting the Long-Term Plan 2024-34
Due to changes to the Local Government Act 2002 (Schedule 1AA part 8, inserted 17 February 2024) councils now have the option to adopt a Long-Term Plan as late as 30 September 2024, and still meet the legislative requirements. To make that process manageable the initial audit requirements that normally apply to the consultation document were removed.
Impact on collecting rates
The Long-Term Plan is the mechanism to set rates for the 2024/25 financial year. Delaying the adoption of the LTP means that Council is unable to set rates for the first instalment in August as it normally does. A revised instalment regime for the 2024/25 financial year will need to be put into place.
Matters for Council to be aware of in the delay of collecting rates are:
· There will be disruption for ratepayers having to deal with a different payment regime. This may be challenging for those who pay on a quarterly basis as opposed to more regular automatic payments or direct debits.
· There will be different levels of payment required across the instalments. A reduction to three instalments will increase the amount of each instalment by one third.
· Council may miss out on revenue until the LTP can be adopted and the new rates set. This could lead to a shortfall in cash which will need to be covered by borrowing.
· Water by meter billing for 2024/25 cannot proceed until after the adoption of the LTP and the new rates being set.
· We will need to agree new rates instalment dates for the collection of Greater Wellington Regional Council rates.
· There will be some additional administration and communications costs associated with changing the rates instalments.
Impact of ability to deliver services
Council will be able to continue most of its operations relying on the plan set for year four of the 2021-31 LTP. The gap in funding will be covered by borrowing if needed, which will incur additional borrowing costs. If required, these additional borrowing costs require prior Council approval as they are not included in the 2021-31 LTP budgets.
Despite the fact the majority of Council operations will continue, there will be impacts, particularly for new work streams not anticipated in year four of the 2021-31 LTP. The delay in the consideration of the 2024-34 LTP may delay procurement processes and the ability to enter into new contracts. Officers have assessed this restriction is not a risk to levels of service over the next three months.
Annual Report 2023/24 timing
Council is required to prepare, consider and adopt an Annual Report each year by the 31 October. The purpose of the Annual Report is to compare what Council delivered with what was planned through the LTP or Annual Plan.
Government also recognised those councils delaying their LTP past 30 June would need additional time to complete their Annual Reports. Changes to the legislation provide Councils with the ability to delay adoption of Annual Reports up until 31 December 2024.
Staff are working with Audit NZ to ensure timing of the LTP and Annual Report do not coincide with one another at critical times, given the resourcing requirements these teams have for both deliverables. The plan is to continue with adopting the Annual Report by 31 October 2024.
Annual Plan 2025/26 timing
The start the Annual Plan for 2025/26 is due to commence following on from the Annual Report 2023/24 adoption in late 2024 and any further delays in the adoption of both the Annual Report and the LTP may affect Council operations and have a flow on impact into 2025 and local body elections.
Options
Option One – Progress the current LTP
This option will continue to progress the 2024-34 LTP with a revised date for consideration of 18th September 2024, within the legislative timeframe of 30 September 2024.
This option recognises the considerable effort that has gone into this LTP. Once the LTP is considered and adopted the planned changes to levels of service and critical infrastructure and community services projects can be progressed without further delay.
Option Two - Enhanced Annual Plan 2024/25
Legislation provided an alternative path for Council (also part of Schedule 1AA part 8, inserted 17 February 2024) to develop an Enhanced Annual Plan instead of a Long-Term Plan. The deferred LTP under an Enhanced Annual Plan must have been prepared and adopted by 30th June 2025 – just prior to local body elections - for a period of nine years.
The legislation required a Council resolution for an Enhanced Annual Plan to be made by 30 April 2024 with the adoption of the Plan by 30 June 2024. This option is no longer viable as these dates have since passed.
Recommended Option
This report recommends Option One, that Council progresses with the consideration for adoption of the LTP on 18th September 2024.
5. CONSIDERATIONS
5.1 Climate change
N/A
5.2 Tāngata whenua
An important part of the development of the draft LTP to date has been increased engagement with hapu and iwi from early in the process.
It is important that new timeframes are communicated to ensure iwi/hapu, who have also been included in email updates and workshop invites.
5.3 Financial impact
There are financial implications of proceeding with a delayed LTP past 30 June 2024 including:
· Short term borrowing may be required to fund projects and services until Council can adopt the LTP and set rates for 2024-25.
· Council may need to delay entering into new contractual arrangements until there is certainty about budgets in the LTP.
The additional expenditure associated with the delay in adoption of the LTP is estimated conservatively at $72,000 and will be budgeted in the Annual Plan 2025/26.
5.4 Communication/Media
This decision has a range of potential consequences for Council and the wider community and needs to be well communicated to help as many people understand what these delays will mean for them.
Media releases and communications to the ratepayers has commenced and will continue as part of the Communications and Engagement Plan previously circulated.
5.5 Risks
The most significant risk associated with a delayed adoption of the LTP are the ability to set rates in the normal manner and possible loss of revenue if the first rates instalment is missed or delayed and confusion for ratepayers.
The risk of not adopting an LTP remains, in the event a majority of Elected Members do not support adopting the 2024/25 Long-Term Plan. Management will seek advice on this risk and incorporate this into the paper for Council to consider on 18th September 2024.
5.6 Legal Considerations
The Water Services Acts Repeal Act was given royal assent in February 2024. This provides councils with options to mitigate the practical issues associated with the reinstatement of water services if required. This includes the ability for councils to delay the adoption of the LTP until 30 September (three months) and choose not to have the consultation document and supporting information audited prior to public consultation. Adopting by or on 30 September means the Council is meeting the amended legislative timeframe.
5.7 Wellbeings
The matter comes within scope of the Council’s lawful powers, including satisfying the purpose of Section 10 of the Local Government Act 2002. That section of the Act states that the purpose of local government is (a) to enable democratic local decision-making and action by, and on behalf of communities and (b) to promote the social, economic, environmental, and cultural well-being of communities in the present and for the future. It is considered that social and economic well-beings are of relevance to this particular matter.
There are also ongoing risks around staff wellbeing and the ability for the organisation to manage an elongated LTP process further. With a delayed adoption of the LTP there will be greater pressure on staff to deliver an Annual Report in parallel and then move quickly into the preparation of the Annual Plan for the 2025/26 year. These workflow impacts will have impacts on Council’s wider workplan, particularly in the Corporate Services team. Senior staff will be very mindful of staff workloads and wellbeing as we manage competing workload pressures.
That the Council/Committee:
1. Receives the report.
2. Agrees to delay the consideration of adoption of the Long-Term Plan 2024-34 to 18 September 2024, meeting the legislative deadline of 30 September 2024.
File Number: 409090
Author: Karon Ashforth, Corporate Services Manager
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Ordinary Council meeting Agenda |
31 July 2024 |
7.3 Delayed Setting of the 2024/25 Rates
1. Purpose
The purpose of this paper is to provide options to Council for setting rates instalments and payment timeframes for the 2024/25 rating year. These are proposed to be outside council’s normal instalment dates, due to the delayed adoption of the Long-Term Plan 2024-34.
2. Significance
Council’s Significance and Engagement Policy identifies matters to be taken into account when assessing the degree of significance of proposals and decisions.
Officers have undertaken an assessment of the matters in the Significance and Engagement Policy and are of the opinion that the proposal under consideration is of a low degree of significance.
3. Background
Carterton District Council staff and Councillors have been working on developing the LTP since early 2023. During this time there have been multiple external factors impacting the local government sector creating significant challenges for the development of LTPs within legislative timeframes. The most significant of these have included ongoing central government reform around Three Waters, the availability of Audit NZ and QV valuers, inflation costs, and the change in government in October 2023.
Council’s due dates for rates instalments were planned as follows:
|
Instalment |
Invoice Date |
Due date for payment |
Period instalment covers |
Penalty date |
|
1 |
20 July |
20 August |
1 July – 30 September |
21 August |
|
2 |
20 October |
20 November |
1 October – 31 December |
21 November |
|
3 |
20 January |
20 February |
1 January -31 March |
21 February |
|
4 |
20 April |
20 May |
1 April – 30 June |
21 May |
4. Discussion
Rates cannot be lawfully set for the 2024/25 rating year until the LTP 2024-34 is adopted. This is the reason AP’s and LTP’s are normally adopted at the end of June each year, in time for the new rating year which begins on 1 July.
Section 23 of the Local Government (Rating) Act 2002 (LGRA) provides that rates must be set by a resolution of the local authority and must relates to a financial year or part of a financial year; and be set in accordance with the relevant provisions of the LTP and Funding Impact Statement (FIS) for that financial year.
The LGRA does not contain a statutory deadline by which rates must be set, nor does it say that later adoption of the LTP or AP somehow invalidates the rates. Therefore, Council may set rates and subsequent instalments any time after LTP adoption.
Section 50 of the LGRA also provides an option for when councils have not yet adopted their AP’s and LTPs. In the case where no resolution has been made under Section 23, a rates invoice may be issued for not more than 25% of the rates that were payable in the previous year. This can be done if the Council is not able to deliver a rates assessment at least 14 days before the date one calendar year after the date when the first payment of rates for the previous year was payable.
In the case of CDC, Instalment 1 of last years’ rates was due on 21st August 2023. Under S50 of the LGRA, Council could legally invoice 25% of last years rates no later than 7th August 2024. There are however significant practical challenges with this option – the most serious being our software system is unable to issue a S50 invoice based on last years rates, followed by three instalments of 2024/25 Rates at a different rate and with a different property value.
Section 24 of the LGRA requires Council to set the due dates for rates payments through the rates resolution. Because the rates resolution was not adopted by 30 June 2024 and the usual date for issuing the first instalment has passed, the following must be reviewed:
· Due dates for payment,
· The coinciding penalty dates, and
· The periods that the instalments cover
Based on this information it is considered that there are two options (the status quo is not an option).
5. Options analysis
Option One
Change the number of instalments from four to three:
· Keep the current model that ratepayers are familiar with as unaltered as possible
· Do not issue Instalment One
· Maintain the current instalment dates for two, three and four
· Spread the annual rates over the three remaining instalments
· The due dates will remain as:
Ø 20 November 2024
Ø 20 February 2025
Ø 20 May 2025
Council officers believe that this is the least confusing instalment change for the community and we have analysed this option with these proposed instalments.
|
Instalment |
Invoice Date |
Due date for payment |
Period instalment covers |
Penalty date |
|
1 |
20 October |
20 November 2024 |
1 July – 31 October |
21 November 2024 |
|
2 |
20 January |
20 February 2025 |
1 November– 28 February |
21 February 2025 |
|
3 |
20 April |
20 May 2025 |
1 March -30 June |
21 May 2025 |
Option Two
Use of Section 50 of the LGRA:
· Issue the first instalment at 25% of the previous year
· Complete a second rates setting after LTP adoption
Technically this option remains available to Council, however there are several complexities and challenges with this option:
· There are additional costs associated with setting, invoicing and collecting two different rates in one year.
· Communicating the different rates instalments with ratepayers will be difficult, and is likely to result in a significant increase in frustrated customers, complaints and late payments.
· The Magiq software system configuration is unable to manage two different rates during one fiscal year.
· The first instalment of rates can only be assessed on properties that were rated in the previous year (i.e. no subdivisions post 1st July 2023 can be included). The first instalment cannot be more than 25% of the annual rates for last year. Updated property valuations and additions to the rating base would be excluded.
· Property owners applying for rebates cannot use the first instalment notice to apply for their 2024/25 rates rebate, as technically the 2024/25 have not been “set”.
Recommended Option
This report recommends Option One, that Council changes the number of instalments from four to three.
6. NEXT STEPS
The delayed adoption of the LTP places Council in the position of having less time to collect the 2024/25 annual rates.
Option one (dropping instalment one) will have the least impact on ratepayers and would still be relatively consistent with the status quo. The annual rates would be collected in three equal instalments and the due paid dates can be moved to accommodate this change.
Option two comes with the significant risk of causing confusion amongst ratepayers, a much greater workload for staff, and the challenge that implementing this option in our software system is not viable with our current financial system.
Management have sought legal advice on the late setting of rates for 2024.25, and this is included as Attachment 1.
7. CONSIDERATIONS
7.1 Climate change
Climate change is not a consideration for this resolution.
7.2 Tāngata whenua
An important part of the development of the draft LTP to date has been increased engagement with hapu and iwi from early in the process.
It is important that new timeframes are communicated to ensure iwi/hapu. Iwi / hapu have been included in email LTP updates and workshop invites.
7.3 Financial Impact
The conservative financial impact of Option One associated with the delay of the LTP and setting of rates over three instalments is a one-off cost estimated at $72,000.
Conservatively estimated costs include:
· $46K interest cost on $3.2m of additional debt to manage cashflow for the period of three months;
· $5K administration expenditure and financial system support costs;
· $21k external financial and legal support.
These estimates do not include costs for internal resources, nor does it include any additional costs from Audit NZ. This estimate has been calculated using several assumptions, such as the proportion of ratepayers who pay early. Management anticipates there will be minimal costs to change the number of instalments in the software system (and then back again).
7.4 Engagement and Communications/Media
Taking into consideration the above assessment, that the decision is of a low degree of significance, officers are of the opinion that no further engagement is required prior to Council making a decision.
After Council has made a decision on the updated instalment due date regime, further communication with ratepayers will commence to let them know that their first invoice will be issued later than usual. We will continue to encourage customers to use monthly direct debits to help them manage their cash-flow and the change in the number of rates instalments.
Communication will be carried out as part of the engagement plan with our community.
7.5 Risks
The dates provided in this paper are based on the LTP 2024-34 being adopted on the 18th September 2024. If the LTP is not adopted before the 30th September legislated deadline, rates will not be set by Council resolution, and Council will not be able to issue rates invoices as set out in this paper. Further risks associated with no adopting the LTP before the 30th September will be outlined in the Council paper considering adoption of the LTP (anticipated to be on 18th September 2024).
7.6 Wellbeings
The matter comes within scope of the Council’s lawful powers, including satisfying the purpose of Section 10 of the LGA. That section of the Act states that the purpose of local government is (a) to enable democratic local decision-making and action by, and on behalf of communities and (b) to promote the social, economic, environmental, and cultural well-being of communities in the present and for the future. It is considered that social and economic well-beings are of relevance to this particular matter.
That the Council:
1. Receives the report
2. Adopts the recommendation that Council collect rates for the 2024/25 rating year over three (3) equal instalments with due dates 20 November 2024, 20 February 2025, and 20 May 2025.
File Number: 409103
Author: Karon Ashforth, Corporate Services Manager
Attachments: 1. Simpson Grierson Opinion - Late Setting of the Rates ⇩
|
Ordinary Council meeting Agenda |
31 July 2024 |
7.4 2023/24 Budget Carryforwards
1. Purpose
For the Council to approve the proposed carry forward of capital expenditure and operating expenditure of projects from the 2023/24 fiscal year which are yet to be completed.
2. Significance
The matters for decision in this report are not considered to be of significance under the Significance and Engagement Policy.
3. discussion
The capital budgets approved as part of the 2023/24 Annual Plan were prepared on the basis that work was usually expected to be completed within that financial year i.e. before 30th June 2024. Delays to planned works occur due to a number of factors including re-prioritisation of resources, weather, contractor availability, design and compliance complications, procurement challenges and illness affecting both staff and contractors. Some projects are expected to run over multiple years, due to the nature of the work. It is not always possible for all projects to start and finish neatly between 1st July and 30th June each year.
Some of the 2023/24 projects are underway, but have not yet been completed. Others have yet to be started. All projects that are recommended to be carried forward into 2024/25 are, in the opinion of Management, still required. These projects relate to our ongoing asset management, regulatory compliance, catering for growth or improving levels of service to our community.
Without the budgets for these capital projects also being carried forward, the projects listed below will be stopped. This is because without a budget approval (carried forward) any additional cost would be deemed unbudgeted expenditure having no delegated authority.
Funding for the projects listed below has already been allocated as part of the Annual Plan from a range of sources including grants, subsidies, reserves, and / or rates. Where capital expenditure was to be funded from borrowing, loans will still be required (i.e. loans have not been drawn down in advance).
Resource consents often take significant investments of both time and money to retain. Projects that renew our resource consents are capitalised on Councils balance sheet. The Kaipaitangata Water Treatment Plant and Water Races are both in the process of renewing the resource consents, but the new consents have not yet been issued.
Three operational budgets are proposed to be carried forward into 2024/25. This includes the remainder of the approved WWTP legal expenditure budget, the Parks team project of telling Māori stories, and the remainder of the Cyclone Gabrielle emergency works for roading.
Staff have yet to complete, and have audited, the 2023/24 Annual Report which includes the full year financial statements. Completing this work may result in the carry forward budget estimates below changing. In the event changes occur, these adjustments to carry forward amounts will be brought back to Council for consideration when recommending the adoption of the 2023/24 Annual Report.
4. Considerations
4.1 Climate change
No climate change considerations.
4.2 Tāngata whenua
Telling Māori stories is an important element of maintaining and developing our relationship with mana whenua in our rohe. This project is already underway with commitments made for the caving of pouwhenua planned for installation at the Ngatawhai Reserve, in conjunction with the story of the reserve. Further works are being planned for Flat Point and historic urupā on Admiral Hill.
4.3 Financial impact
Carry forward items were included in the 2023/24 budget via the Annual Plan and have been funded and rated for as required. Approving carry forwards will have no additional impact on rates.
As mentioned above, where some or all of the project is to be funded via borrowing this will not be drawn until needed. Projects funded from reserves are treated in a similar way, with the charge against reserves not occurring until the project is underway and incurring costs.
4.4 Community Engagement requirements
No community engagement requirements. These carry forward projects were included in the previous Annual Plan.
4.5 Risks
There are risks in attempting to complete the 2024/25 capital programme as well as the 2024 capex carry forwards. Delays in considering the adoption of the Long-Term Plan create additional risks to the delivery of capital works. However with the LTP delay occurring at the start of the fiscal year, in winter, the impact is not viewed as significant at this stage.
Management plan to manage the risks around delivery of capital projects closely through forward planning, prioritising resources appropriately, oversight and reporting and ensuring projects scopes are clearly defined.
We will continue to update Elected Representatives with any changes in the overall plan, and individual projects, throughout the year.
That the Council:
1. Receives the report.
2. Approves the carry-forward to 2024/25 budgets of the following capital expenditure:
3. Approves the carry-forward to 2024/25 budgets of the following operational expenditure:
File Number: 410258
Author: Kyra Low, Finance Manager
Attachments: Nil
|
Ordinary Council meeting Agenda |
31 July 2024 |
7.5 Adoption of Fees and Charges for the 2024/2025 financial year
1. Purpose
For the Council to set the fees and charges schedule for the 2024/2025 financial year
2. Significance
The matters for decision in this report have been through public consultation under a special consultative procedure, in accordance with section 82 of the Local Government Act 2002.
3. Background
Council usually adopts its schedule of fees and charges alongside its Long-Term Plan (LTP). As detailed in a separate paper, adoption of the LTP has been delayed. The schedule of fees and charges can be adopted separately, according to Local Government Act 2002, Section 150, subsection 3:
(3) Fees provided for in subsection (1) must be prescribed either—
(a) in bylaws; or
(b) following consultation in a manner that gives effect to the requirements of section 82. [Section 82 refers to the Principles of consultation].
4. Discussion
Council sets fees and charges for our services, enabled by various legislation. Fees and charges are typically a cost-recovery mechanism and cannot over-recover the cost of providing the service. For most of Council’s activities, fees, and charges only part-pay for the cost of a service, with rates funding the remaining costs. Fees and charges should align with Council’s Revenue and Financing Policy, or otherwise, Council should consider amending that policy or adjusting over time to align with the policy.
Council wants to minimise rate increases wherever possible and has indicated that it will continue to review all user fees and charges on an ongoing basis. The proposed fees and charges reflect the outcome of this review process.
Council’s user fees and charges are updated each year. Updates reflect changing circumstances, Consumer Price Index (CPI) adjustments, legislative requirements, removed fee requirements, and benchmarking with other Councils. Inflation adjustment and rounding has also been applied.
In general, the fees and charges have been reviewed and adjusted in line with inflation at 5%. Excluded from this CPI increase are Animal Control and Community fees. All fees are GST inclusive, unless otherwise stated
Fees and charges are set under a range of empowering legislation, including:
• Impounding Act 1955
• Building Act 2004
• Resource Management Act 1991
• Sale and Supply of Alcohol (Fees) Regulations 2013
• Health (Registration of Premises) Regulations 1966
• Food Act 2014
• Public Places Bylaw (and other bylaws re Water Supply etc, if applicable)
• Gambling Act and Racing Industry Act
• Burial and Cremation Act 1964 (if fees set via bylaws under that Act)
• Local Government Official Information and Meetings Act 1987 (information requests and LIMs)
• Local Government (Rating) Act 2002
• Land Transport (Certification and Fees) Regulations 2014 (Overweight vehicle permits)
• Other fees in the schedule appear to be fees set using the Council’s general power of competence under section 12 of the Local Government Act 2002.
5. PROPOSED SCHEDULE OF FEES AND CHARGES
Increases to many fees and charges are proposed to reflect increasing costs of these activities and to ensure that the share of funding from fees and charges aligns with the proportions set out in the Revenue and Financing Policy.
The attached Draft Fees and Charges Schedule 2024/25 sets out the proposed fees to apply from 1 August 2024. It also identifies what the change is from the current fee [for 2023/24] and what the difference is.
Some new fees and charges are proposed, and some changes to the wording of fees and charges are identified by tracked changes. Animal control (including dog registration) fees have already been adopted by Council for consultation, as these have a requirement to be adopted by the end of May 2024. https://carterton.infocouncil.biz/Open/2024/05/CO_20240501_AGN_3280_AT_WEB.htm
6. JOINT WAIRARAPA SERVICES
Carterton District Council shares library services with South Wairarapa District Council and recycling services with the other Wairarapa Councils. Each Council and their contractors have not increased their fees and charges yet. Adoption of fees and charges would also allow Masterton and South Wairarapa Councils to make the necessary amendments.
7. OPTIONS
Adoption is sought to ensure alignment with Council’s Revenue and Financing Policy and the draft Long Term Plan. It will form part of the supporting information for the Long Term Plan that Audit NZ will review. Adoption is desired today to allow for rises in the costs of providing services for all Wairarapa District Councils.
Council can either:
1) adopt the draft Fees and Charges Schedule 2024/25
2) direct staff to make changes or provide additional information.
If agreement on a draft for consultation cannot be reached today, officers will provide additional information and seek adoption at a special Council meeting to avoid missing or delaying adoption of the Long Term Plan 2024-2034.
It is important to note that if the recommendation is not accepted, then the unfunded costs of consent processing will have to be covered by rates till such time as the Fees and Charges are adopted. This results in ratepayers effectively funding private development to a greater extent than that envisaged by the Council’s Revenue and Financing Policy. While the users of the services in question will consequently have to pay more, this is preferable to funding them through rates
8. CONSIDERATIONS
8.1 Climate change
No issues have been identified.
8.2 Tāngata whenua
No issues have been identified that are specific to tāngata whenua in relation to this report.
8.3 Financial impact
Adoption of the Fees & Charges and costs associated with the engagement process have been included in the current budgets. The- resolution enables Council to set fees and charges for the 2024/25 year.
8.4 Community Engagement requirements
A special consultative procedure has been followed. The adopted schedule of fees and charges will be published on the Council’s website.
8.5 Risks
No specific additional risks, but as noted that if the recommendation is not accepted, then the unfunded costs of providing services will have to be covered by rates till such time as the Fees and Charges are adopted.
That the Council/Committee:
1. Receives the report
2. Adopts the Fees and Charges schedule for the 2024/2025 year to come into effect om 1 August 2024.
File Number: 409516
Author: Solitaire Robertson, Planning and Regulatory Services Manager
Attachments: 1. Fees and Charges 2024/2025 ⇩
|
Ordinary Council meeting Agenda |
31 July 2024 |
7.6 Adoption of the Wairarapa Class 4 Gambling and Standalone TAB policy
1. Purpose
For the council to adopt the Wairarapa Class 4 Gambling and Standalone TAB Venues Policy (Attachment 1) as recommended by the Wairarapa Policy Working Group.
2. Significance
The matters for decision in this report are not considered to be of significance under the Significance and Engagement Policy.
The following groups interested in and impacted by the review were targeted for engagement via completion of the Social Impact Assessment survey in the pre-review stage:
· Venue owners/operators in Wairarapa
· Relevant social service sector organisations
· Iwi.
The review of the policy followed the SCP as outlined in the LGA. The Statement of Proposal and ways our community could have their say and present their views was widely advertised and available. This included proactive engagement and information sharing during the consultation stage with Incorporated Society Owners/Operators, Gambling Outlets, Health/Welfare Sector, Iwi/Hapū/Marae, General Public, Media, and those with a registered interest in the Policy.
The consultation period ran from 19 February to 22 March 2024. A formal hearing was held on 15 April 2024 to enable submitters to present their views to elected representatives in person.
3. Background
The Masterton, Carterton and South Wairarapa District Councils (the Wairarapa District Councils) share a joint Wairarapa Class 4 Gambling and Standalone TAB Venues Policy (Policy) made under Section 101 of the Gambling Act 2003 and Section 96(1) of the Racing Industry Act 2020 (the Acts).
The Policy has a three-year review period which is a legislative requirement under the Acts. As a joint Policy, the review was delegated to the Wairarapa Policy Working Group (WPWG) to progress and make recommendations back to the Wairarapa District Councils.
The WPWG recommended an amended Policy be adopted for consultation based on the findings of a Social Impact Assessment (SIA), an assessment of gambling harms and benefits, and the effectiveness of the current Policy in achieving its purpose. As an amended Policy was proposed, consultation was required to follow the Special Consultative Procedure (SCP) set out in section 83 of the Local Government Act 2002 (LGA).
Consultation occurred between 19 February and 22 March 2024 and followed the SCP process.
Hearings and Deliberations were held by the WPWG on Monday 15 April 2024.
The Wairarapa District Councils are asked support the recommendation of the WPWG to adopt the Policy with an amendment to prohibit permanent venue relocations in Masterton.
Territorial Authorities must adopt a Class 4 Gambling Venue Policy under Section 101 of the Gambling Act 2003. Class 4 Gambling is gambling that utilises or involves a gaming machine (often referred to as “pokies”). Class 4 Gambling represents high-risk, high-turnover gambling. A Class 4 Gambling Venue is a place to conduct Class 4 Gambling.
Section 96(1) of the Racing Industry Act 2020 states that local authorities must adopt a policy on TAB Venues. A TAB Venue is a premise owned or leased by the New Zealand Racing Board and where the main business carried out at the premises is providing racing or sports betting services.
Section 101 of the Gambling Act 2003 sets out what a council must include in its Class 4 Gambling Policy, and what it may include. It must specify whether venues can be established in the local authority area and if so, where they may be located. It may:
• specify any restrictions on the maximum number of gaming machines that may be operated at a Class 4 Venue; and
• include a relocation policy.
Under Section 102(5) of the Gambling Act 2003 and Section 97(4) of the Racing Industry Act 2020, the Policy has a three-year review period. If the Policy is to be amended or replaced, the SCP must be used. A Policy does not cease to have effect because it is due for review or is being reviewed.
4. Discussion
The Policy sets out the Wairarapa District Councils joint approach to Class 4 Gambling and Standalone TAB venues. The purpose of the Policy is to:
a) minimise the harm to the community caused by gambling;
b) have regard to the social impacts of gambling in the Wairarapa region, including the cumulative effect of additional opportunities for gambling in the district;
c) control Class 4 gambling in the Wairarapa region; and
d) ensure that Council and their communities have influence over the provision of new Class 4 gambling and standalone TAB venues in the Wairarapa region.
Work to date
Information detailing the pre-review stage and Councils’ analysis was reported to Masterton District Council (MDC) and Carterton District Council (CDC) on 13 September 2024 and South Wairarapa District Council (SWDC) on 27 September 2024.
The Wairarapa District Councils adopted a Statement of Proposal and draft Policy for consultation on 14 February 2024.
Consultation on the draft Policy took place from 19 February to 22 March 2024. The consultation process met the SCP requirements of the LGA.
Community feedback was sought on the following proposals:
• Proposal 1a - Amend the policy so that Class 4 Gambling Venues cannot relocate in Masterton under any circumstances;
• Proposal 1b - Amend the policy so that Class 4 Gambling venues cannot relocate to Carterton and South Wairarapa’s most deprived areas (those on the New Zealand Deprivation Index of decile 9 or 10) if the proposed location is outside of a town centre;
• Proposal 2 - Amend the policy to state that no new standalone TAB venues may be established in the Wairarapa; and
• Proposal 3 - Amend the policy to clearly state that no additional electronic gaming machines will be granted consent, in any Class 4 venue.
A total of 23 submissions were received and four submitters spoke in support of their submission at the hearings on 15 April 2024. A copy of the agenda and reports, including the full set of submissions and submission analysis, is available on the Council website. A recording of the meeting is also available on the Masterton District Council YouTube Channel.
At the deliberations meeting on 15 April 2024, WPWG discussed Proposal 1a taking into account community feedback from Incorporated Society Owners/Operators regarding the importance of the ability to temporarily relocate in the event of an unforeseen event such as a fire or flood while an existing site undergoes repair/remediation. The WPWG debated this aspect of the Policy and made the following recommendation to enable applications for temporary relocations in Masterton to be considered on a case-by-case basis.
Moved Councillor Bosley
That the Wairarapa Policy Working Group:
3) Recommends the Wairarapa District Councils adopt the proposed Wairarapa Class 4 Gambling and Standalone TAB Venues Policy as follows:
(i) agree to the amendment to clause 6.1 of the Proposed Wairarapa Class 4 Gambling and Standalone TAB Venues Policy as follows:
Clause 6.1 Council will not grant consent for a Class 4 venue to permanently re-establish at a new site in Masterton District under any circumstances.
(ii) adopt the Wairarapa Class 4 Gambling and Standalone TAB Venues Policy.
Seconded by Councillor Cretney and CARRIED Councillor Nelson against
The minutes of the WPWG are provided as Attachment 2.
MDC considered the Policy on 8 May 2024 and directed staff to provide additional wording under Clause 6.1 of the Policy that sets out the circumstances under which MDC would approve this temporary relocation. The Policy with the below additional wording was adopted by MDC on 26 June 2024:
6.1 Council will not grant consent for a Class 4 venue to permanently re-establish at a new site in Masterton District under any circumstances. Council may grant consent for an existing Class 4 venue to temporarily establish at an alternative site in Masterton District subject to the following:
a) Council will only grant consent in circumstance where an existing site requires remedial work due to an adverse event, such as a fire, flood or earthquake.
b) The initial duration at the alternative site shall not exceed 12 months. Should remedial work not be completed within this timeframe, Council may consider renewal applications on a six-monthly basis up to a maximum duration of 36 months.
c) Renewal applications shall be submitted 30 days prior to the consent expiring and include supporting documentation evidencing the outstanding remedial work requirements and a copy of any building consent issued. Renewal applications will be considered by the Hearings Committee of the Council and decisions will be notified to the applicant within 30 days after the application is received.
d) The relocation is subject to clauses 6.3, and for the avoidance of doubt, 6.4 and 6.5 of the Policy.
e) For the purposes of clause 6.1d), clause 6.3 applies with all the necessary modifications.
SWDC (Strategy Working Committee) considered adoption of the Policy on 8 May 2024 but did not adopt the Policy and sought clarification of venue relocation. The Policy, with responses to the queries raised, were presented to SWDC on 3 July and SWDC adopted the Policy as recommended by the WPWG.
CDC is now asked to consider adopting the final Policy (Attachment 1).
5. Options
The table below outlines the options considered.
|
Option |
Advantages |
Disadvantages |
|
|
1 |
Recommended Option – Adopt the Wairarapa Class 4 Gambling and Standalone TAB Venues Policy (Attachment 1) |
- The Policy takes a community wellbeing and harm reduction approach. - The Policy was developed in consideration of the harm and economic/social benefits of gambling. - There is rationale that supports the more restrictive policy position for Masterton and regional variaions are approproate where justified. - The Policy was recommended by the WPWG taking into account community feedback and staff advice. |
- Some members of the communtiy may not support the decisions made as part of reviewing the Policy. - The Policy may discourage new hospitality businesses, if they need gambling machines to be financially viable. - Overtime the Policy may reduce the amount of funding available to community organisations. - May lead to a small number of job losses if a Masterton venue is unable to permanently continue in its current location. |
|
2 |
Alternative Option – Do not adopt the Wairarapa Class 4 Gambling and Standalone TAB Venues Policy. |
- No advantages identified. |
- Council would not proceed with the amendments despite consulting on changes and receiving majority support. - The Policy has been developed in consideration of gambling harm and the social/economic benefits. - The Policy has been recommended by the WPWG in consideration of community views and staff advice. - Council is legally required to have a policy. |
6. Recommended option
Option 1: Adopt the Wairarapa Class 4 Gambling and Standalone TAB Venues Policy (Attachment 1) is recommended. This option has been recommended by the WPWG based on the findings of a Social Impact Assessment, an assessment of gambling harms and benefits, the effectiveness of the current Policy in achieving its purpose, community views and advice from staff.
This option means the Policy would take a community wellbeing and harm reduction approach and reflects an appropriate balance between minimising gambling harm and economic/social benefits.
7. CONSIDERATIONS
7.1 Climate change
The Policy has no direct impact on environmental and climate change considerations
7.2 Tāngata whenua
Minimising harm to our community caused by gambling is a key objective of the Policy, including our Māori communities.
We promoted the consultation opportunity to ensure that Mana Whenua, Te Hauora Rūnanga o Wairarapa, and Māori health and social services providers had an opportunity to submit on the Policy. We will also provide notification of the final Policy.
7.3 Financial impact
The budget for the review is split across the Wairarapa District Councils according to the Wairarapa Shared Services Funding Policy.
Costs associated with reviewing the Policy were met from within existing 2023/24 budgets.
That the Council:
1. Receives the report
2. Notes that a review of the Wairarapa Class 4 Gambling and Standalone TAB Venues Policy has been undertaken
3. Notes that consultation with the community occurred between 19 February and 22 March 2024
4. Notes that hearings and deliberations were undertaken by the Wairarapa Policy Working Group on 15 April 2024
5. Approves the recommendations from the Wairarapa Policy Working Group:
(i) agree to the amendment to clause 6.1 of the Proposed Wairarapa Class 4 Gambling and Standalone TAB Venues Policy as follows:
Clause 6.1 Council will not grant consent for a Class 4 venue to permanently re-establish at a new site in Masterton District under any circumstances.
6. Adopts the Wairarapa Class 4 Gambling and Standalone TAB Venues Policy (Attachment 1).
File Number: 409535
Author: Solitaire Robertson, Planning and Regulatory Services Manager
Attachments: 1. Wairarapa Class 4 Gambling & Standalone TAB Policy ⇩
2. Minutes of the Wairarapa Policy Working Group Hearings and Deliberations 15 April 2024 ⇩
|
Ordinary Council meeting Agenda |
31 July 2024 |
7.7 Flat Point Flood Resilience Project
1. Purpose
For the council to consider the Flat Point Flood Resilience project and Council’s 15% co-Investment.
2. Significance
The matters for decision in this report are not considered to be of significance under the Significance and Engagement Policy.
3. Background
In 2023 cyclone Hale and Gabrielle caused significant flooding in the Flat Point Area, highlighting the vulnerability of the area. In November 2023 Officers submitted applications to the Local Government Flood Resilience Co-investment Fund. In January 2024 the Department of the Prime Minister and Cabinet approved our application for the Flat Point Flood resilience project. The aim of the project is to increase flood resilience of the Flat Point community.
4. Discussion
The plan is to work with landowners, Hapu, GWRC, and professional services to develop a design that can redirect floodwater to bypass the Flat point Community.
Image – GWRC Regional Flood Exposure Model
5. Options
The HIGH-LEVEL Scope of works include the following stages:
Stage 1: Clear out the existing stormwater drain along Beach Road.
Stage 2: Remove debris buildup and potential obstructions from stream bank.
Stage 3: Construct a secondary flow path for flooding to the North of the bridge by removing a section of pine trees and installing a concrete ford across the road.
Stage 4: Remove silt and debris buildup from under the bridge.
Stage 5: Construct an earthen bund, planted with native vegetation, to deter flood waters from the settlement and encourage a flood water to a desired path to the coast.
Noting that steps that will result in changing existing flow paths (i.e. stage 2&5), will be reviewed by professional service advisors to ensure that we do not aggravate the situation for any affected parties.
6. NEXT STEPS
a. Discussion with the affected and interested parties:
- Ngāi Tumapuhiārangi
- Greater Wellington Regional Council
- Farm owners
- Flat point community
b. Review and refine proposed scope of work.
c. Deliver stages of work.
7. CONSIDERATIONS
7.1 Climate change
It is widely considered that Climate change was a contributing factor in both Cyclone Hale and Gabrielle. We also anticipate similar events in the future. This project, therefore, could be considered to be in response to Climate Change.
7.2 Tāngata whenua
Officers consider Ngāi Tumapuhiārangi as the interested Hapu. Officers aim to work with Hapu, to develop the scope of this project.
7.3 Financial impact
As this is a co-investment fund Council are required to co-invest. The total estimated project cost is $410,000.
Funding is broken down as follows:
Crown Infrastructure Partner funding - $350,000
CDC co-investment from Roading contribution fund - $60,000
7.4 Community Engagement requirements
Community engagements are not required for the decision of this report.
7.5 Risks
There are no risk associated with the decisions of this report. However, the aim of the project is to mitigate flooding risk of Flat point Road and the Flat Point community.
7.6 Wellbeings
Social
- A strong and effective council providing trusted leadership
- A caring community that is safe, healthy, happy and connected
- An empowered community that participates in Council and community-based decision making
Cultural
Te Āo Māori/Māori aspirations and partnerships are valued and supported
Environmental
A resilient community capable of responding and recovering from environmental shocks
Economic
Quality, fit for purpose infrastructure and services that are cost-effective and meet future needs
That the Council/Committee:
1. Receives the report
2. Endorse the Flat Point Flood Resilience Project
3. Approves the project budget of $410,000 as unplanned expenditure, funded from $310,000 unplanned revenue and $60,000 funded from Roading contribution fund.
File Number: 409105
Author: Christo Heyns, Project Manager
|
Ordinary Council meeting Agenda |
31 July 2024 |
7.8 Norman Avenue Road Upgrade
1. Purpose
For the council to consider the Norman Avenue Road Upgrade Project and make a decision on the recommendation provided at the end of this report.
2. Significance
The matters for decision in this report are not considered to be of significance under the Significance and Engagement Policy.
3. Background
Norman Avenue is a road that bisects the Waingawa Industrial Area and intersects with the railway corridor on Waingawa Road.
The area of proposed road upgrade is located on the south-western end of Norman Avenue as shown in Figure 1 below.
Figure 1 - Location of proposed works
The objective of this project is to respond to growth and collaboratively work with the relevant landowners responsible for developing the Waingawa Industrial Park. This will ensure that adequate downstream roading infrastructure is provided for the expected traffic volumes, commensurate with the current and predicted future growth.
4. DISCUSSION
Industrial land adjacent to the road corridor on south-western end of Norman Avenue has been recently subject to land use intensification. Furthermore, there is approximately 69 hectares of land south of Norman Avenue that is currently zoned as ‘Industrial’ to allow further expansion of the industrial park in accordance with the Waingawa Structure Plan. The Waingawa Structure Plan is part of both the Operative and Proposed District Plan and provides the framework for future development in this area.
|
|
|
Figure 2 - Planned growth adjacent Norman Avenue |
The policies set out in the Operative District Plan, section 7.3.11 (c) and (d) requires the Council to ensure efficient provision of services that meet the likely long-term needs of industry and provide safe and efficient link to the District’s transportation network. To that effect, Officers recently sought professional advice to assess the existing road geometry and underlying pavement structure on Norman Avenue for its ability to sustain long term traffic volumes induced by growth.
Following a thorough site investigation and predictive modelling of future traffic volumes, the assessment concluded that the existing road geometry and the underlying road foundation is inadequate to meet the likely long-term needs of the industrial area in this part of Waingawa.
4.1 Road Geometry
In terms of road geometry, the existing road width is insufficient to allow safe thoroughfare of heavy vehicles. As shown in Figure 3 below, the proposal is to widen the deficient area by projecting the existing 9m road width all the way to the southern end of the road corridor.
The legal width of the road corridor is approximately 20m in this section and therefore does not require purchase of any additional land area for the purposes of this upgrade.
The new road width allows for safe passage of heavy vehicles and extends the provision for car parking on the eastern side of the road corridor. The proposed upgrade works will also ensure provision of adequate turning areas with suitable surfacing for heavy industrial traffic.
Figure 3 - Proposed road widening
The proposed design alters the road geometry to ensure effective management of stormwater drainage, especially near the entranceway to Go-Zone (45A Norman Avenue) where ponding/pooling of rainwater has been observed in historic wet weather events. This alteration will also help protect the underlying road foundation layers from damage caused by water seepage, thus giving Council the ability to maximise the life expectancy from its road asset.
The design improves drainage by ensuring that the length of the road slopes down consistently towards the south end of Norman Avenue, thus creating adequate water flow paths and increases the number of stormwater collection points via. sumps to minimise ponding/pooling of surface water during storm events.
Furthermore, the road geometry and drainage are also improved by partial introduction of a transverse slope (crossfall) from the centre to both sides of the road as opposed to the status quo (slope to one side). This allows an even distribution of rainwater that falls directly on the road, thus minimising the risk of overburdening the collection system from the concentration of rainwater on one side of the road.
4.2 Road Foundation
Following intrusive site investigations, the assessment of results revealed that the existing road surface and the underlying foundation are not only in poor condition, but also unsuitable for long term future traffic volumes. Advice from professional service providers recommend a full reconstruction of the road foundation and surfacing as opposed to opting for short term upgrades such as surface treatment or overlay on the existing foundation.
Figure 4 - Existing road foundation on Norman Avenue
Two options considered for the reconstruction of the existing road foundations include
· Structural Asphalt foundation (Recommended)
A deep layer of variable mix of asphalt placed on improved subgrade, similar to the recently concluded upgrade works on High Street North (SH2).
· Granular foundation
Traditional road foundation made up of crushed aggregate (rock) from a quarry
A Structural Asphalt foundation has been recommended over a granular foundation based on the following key factors
· lesser total foundation depth (450mm structural asphalt v/s 600mm granular foundation)
· better waterproof surface (asphalt v/s chip seal)
· greater chance of exceeding the 25-year asset life expectancy even under future heavy traffic volumes.
· Lesser use of quarry based granular material (road aggregate) to construct the foundation. Noting there is currently a known shortage in the supply of suitable granular material in Wairarapa thus reducing the risk of paying inflated material costs with structural asphalt.
· greater productivity i.e. likely to take less time to construct.
The foundation has been designed to withstand the current and predicted future traffic volumes. Provided the construction quality is adequate, the rate of pavement deterioration is likely to be low in the initial years until the industrial area is fully developed, occupied and used.
Council through its procurement process for a construction contractor will encourage submission of alternative design solutions that are either unknown or not currently considered, thus allowing Council to ensure the most optimum and efficient solution is ultimately implemented.
The scope of works for the proposed road upgrade on Norman Avenue includes the reconstruction of approximately 600m of the existing road corridor on Norman Avenue in accordance with the Engineer’s design details. Some minor road shoulder improvements will be made on the western side of the road corridor to protect the road edge and new surface.
Construction activities shall include the following but not limited to
· Establishment of site facilities and disestablishment upon completion.
· Set up of temporary road closure, with access for affected businesses only. Traffic associated with critical businesses such as Go Zone and its customers, Quality Demolition Services and Martinborough Transport will be managed appropriately to ensure the disruption to the business is kept to a minimum. Council is likely to request a high-level traffic management methodology and construction programme from its tenderers during the procurement of contractor services to get an early indication of the magnitude of disruption.
· Excavation of existing ground to the base of the new road foundation for the length and proposed width of the road.
· Undertake inspection and testing of the native ground at the base of the foundation. Further excavation may be required if ground is weaker than expected.
· Construction of new road edges as per the Engineer’s design.
· Construction of new rainwater collection points i.e. sumps and associated soakage pits.
· Construct the structural asphalt foundation in agreed stages as per the Engineer's design.
· Inspection and testing of the road foundation at the completion of each stage of construction for quality assurance.
· Reconstruction of existing vehicle crossings affected by construction.
· Reinstatement of all disturbed surfaces.
The developer of the 7 Lot industrial subdivision on 45A Norman Avenue, as shown in Figure 5, is required to form part of the road corridor on Norman Avenue as a condition of the subdivision resource consent. The condition of consent is to ensure that vehicle access to the new industrial lots is connected to a road corridor with sufficient strength, area and capacity to accommodate the expected type and volume of heavy traffic.
Carterton District Council proposes to take this opportunity to simultaneously upgrade the existing road corridor with other land development works in the area.
The scope of the road upgrade has been therefore apportioned in accordance with the condition of the resource consent and is diagrammatically shown in Figure 5 below.
1. Developer’s Portion
This portion of the road upgrade is approximately 200m in length starting downstream of the turning area outside 134 Norman Avenue and terminating at the end of the existing road corridor. The construction activities for this portion of the proposed road upgrade will be completed in accordance with the design approved by Council, however, the activity will be funded by the developer.
2. Council’s Portion
This portion of the road upgrade is approximately 400m in length starting from the entranceway to 45 Norman Avenue and terminating at the end of the new turning area outside 134 Norman Avenue.
Figure 5 - Portions of proposed road upgrade
4.4 Estimated Capital Costs – Recommended solution
The capital cost estimate for the Council’s portion of the proposed road upgrade is $1,155,000 excluding GST. Further breakdown of capital costs is provided in the table below.
|
Item |
Estimated Capital Cost |
% of total cost |
|
Procurement for Contractor Services |
$15,000 |
1% |
|
Construction Supervision and |
$50,000 |
5% |
|
Construction |
0 |
0 |
|
Preliminary and General |
$260,000 |
25% |
|
Earthworks |
$20,000 |
2% |
|
Roading and Pavement |
$615,000 |
59% |
|
Stormwater |
$45,000 |
4% |
|
Utilities |
$35,000 |
3% |
|
Fencing at 134 Norman Avenue |
$10,000 |
1% |
|
|
|
|
|
Project Sub-Total |
$1,050,000 |
100% |
|
Project Contingency (+10%) |
$105,000 |
|
|
Total estimated capital costs |
$1,155,000 |
|
Capital cost estimates for construction are based on the design produced by a professional service provider and are commensurate with the current market conditions. Accuracy may be affected by unpredictable influences in market conditions and/or unforeseen physical conditions that cannot be reasonably foreseen at design stage. A nominal contingency sum equating to 10% of the overall project cost has been included to cover for such circumstances.
4.5 Future considerations
Council as part of its asset management services, will continue to perform similar condition assessment and capacity modelling. Investigations similar to that undertaken for this project may be required for the other remaining sections of Norman Avenue, Waingawa Road and Norfolk Road to proactively find deficiencies in the network.
It is likely that more parts of the network would need to be upgraded to meet the likely long-term needs of the industrial area in Waingawa. Financial contributions through resource consent process for subdivision would facilitate the funding for such upgrades.
The asset management plan for roading infrastructure and the overarching infrastructure strategy outlines how the Council intends to respond to growth across the district.
Figure 6 - Other section of the Waingawa Industrial Area
5. Options
This option is based on accepting the existing conditions i.e. status quo for the road corridor and the risks associated with premature failure of the asset induced by growth. Irrespective of the chosen option, the developer of the 7-lot industrial subdivision on 45A Norman Avenue will be required to upgrade the section road in accordance with the resource consent albeit connected to a road that is grossly deficient in strength and safe geometry.
The condition of the existing road corridor has been identified to be poor and is likely to be exacerbated by higher use resulting from consented land use intensification. The existing asset condition makes the likelihood of failure high under this option.
The option of doing nothing or deferring such upgrades is likely to result in a high financial risk from increased operational expenditure to reactively repair or contain any associated damages. Deferment of works for a significant period, could result in Council incurring an inflation premium, thus depleting the contribution reserves prematurely. Lack of financial contributions for undertaking upgrades on other deficient parts of the network would then need to be supplemented by other funding sources such as term loans.
There is also a risk of damage to Council’s image and reputation where the optics of doing nothing is likely to result in concerns of performance raised by stakeholders or the community in Waingawa. The risks simply outweigh the benefits of this option and is therefore not recommended.
5.2 Short term upgrade
Short term upgrades would include the essential widening of the existing road corridor and surface treatment (resealing) without any significant reconstruction of the road foundation. This option would enable the construction of a road corridor that could potentially meet the short-term needs of the industrial area and defer the reconstruction of road foundation until a large-scale change in land use i.e. subdivision occurs south of Norman Avenue.
This option does not remove the need to reconstruct the road foundation; it simply defers it to a point until the growth in traffic volumes significantly impact the existing road corridor. Deferment of capital upgrades for a prolonged period will have unfavourable financial implications similar to those described in Section 0 above.
The benefit of a lower upfront capital cost offered by this option is likely to be diminished by associated operational expenditure to maintain and perform isolated treatment (patches) on areas damaged by the increased traffic volumes. The total expenditure over the life of the asset is likely to be higher than the recommended option. Whole of life cost comparison between various options can be presented upon request.
The proposed activity is likely to be fully funded from the existing financial contributions reserves without impacting rates. For short term benefits, compromising on the likely long-term infrastructure needs of the Waingawa industrial area is therefore not recommended.
5.3 Proposed upgrade (Recommended)
The recommended scope of works described in Section 0 is the recommended option as it meets the policies and objectives set out in the District Plan.
6. NEXT STEPS
Should the Council decide to accept the recommendation contained in this report, the following shall be the next steps (not limited to)
· Procurement of professional and construction contractor services in accordance with Carterton District Council’s current procurement policy. This is expected to take between 6-8 weeks to complete.
· Develop a communications plan and potentially engage with landowners that will be affected by the proposed road works on Norman Avenue.
· Commence with the construction activity. This is expected to take up to 6 months to complete.
7. CONSIDERATIONS
7.1 Climate change
The impact of stormwater on roading infrastructure and private property is widely considered as being exacerbated by Climate Change. The scope of the project aims to improve the stormwater management in the road corridor.
7.2 Tāngata whenua
Officers do not consider the subject of decision to have an impact on Tāngata whenua.
7.3 Financial impact
The estimated cost of the project is $1,155,000. Officers propose that the budget be funded through Roading contribution fund. As such, apart from future depreciation, the capital investment will not have any impact on rates.
7.4 Community Engagement requirements
When the project proceeds, affected parties (as mentioned before) will considered in construction process. However, the decision of this report do not require community engagement under the Significance and Engagement Policy.
7.5 Risks
The key risks associated the proposed activity for which Council decision is being sought is listed in the table below.
|
Risk Description |
Consequence |
Likelihood |
Risk |
Proposed Control |
|
Significant disruption and potential loss of business for owners affected by the proposed road upgrade |
Significant |
Possible |
Significant |
Works to be undertaken in stages to ensure any proposed road closures do not impede access to all owners and its customers concurrently |
|
Tender prices for construction exceed approved project budget |
Moderate |
Possible |
Moderate |
A detailed design has been prepared for the proposed works to reduce the uncertainty of scope. Cost estimates include a contingency sum of 10% has been made for unknown conditions. |
7.6 Wellbeings
Outline any wellbeings considertions associated with any decision the Council is being asked to make, legal, social, environmental. Please delete as appropriate.
Social
· A strong and effective council providing trusted leadership
· A caring community that is safe, healthy, happy and connected
Cultural
· A community that fosters and promotes our character and creativity
Environmental
· Safe and resilient water supply, wastewater and stormwater systems
· A resilient community capable of responding and recovering from environmental shocks
Economic
· Quality, fit for purpose infrastructure and services that are cost-effective and meet future needs
· A vibrant and prosperous business and primary sector investing in and supported by the community
That the Council/Committee:
1. Receives the report
2. Endorses the Norman Avenue Road upgrade project.
3. Approves the project budget of $1,155,000 as unplanned expenditure, funded from the Roading contribution fund.
File Number: 409445
Author: Ruslaan Riyaz, Asset Development Engineer
|
Ordinary Council meeting Agenda |
31 July 2024 |
1. Purpose
For the council to be update on Carterton District Council’s approach to Local Water Done Well and the Wairarapa and Tararua Joint Council Project.
2. Significance
The matters for decision in this report are not considered to be of significance under the Significance and Engagement Policy.
3. Background
As reported to Council on 27 June 2024 – Water Reform Update, once adopted, under new legislation, Territorial Authorities (TA) will be required to develop a Water Services Delivery Plan (WSDP).
Critical information to the WSDP is “the anticipated or proposed model or arrangement for delivering water services (including whether the TA is likely to enter into a joint arrangement under or will continue to deliver water services in its district alone” – Local Government (Water Services Preliminary Arrangements) Bill - Part 2 cl.11(1)(j).
The proposed model will influence the entire WSDP, therefore, TA’s will have to “decide” on a preferred model or option, prior to developing a WSDP.
4. Discussion
Multi Criteria Analysis:
CDC is in a favourable position in that we have 3 plausible Water Service Delivery options to consider.
To make a recommendation on a preferred option, Officers will assess various risks and benefits associated with each option.
Officers are in the process of developing a Multi Criteria Analysis (MCA) which will ensure an objective assessment of the potential options.
The MCA development and implementation process can be summarised in 5 steps:
a. Identify assessment criteria – What is important to us?
b. Assess criticality of criteria – High, Medium and Low – to influence weighting of criteria in final assessment.
c. Define criteria and develop anchored scales – What does “good or poor” look like?
d. Investigate criteria – Gather data that can inform a position on each criteria and make/record critical assumptions based on advice and experience.
e. Analysis of multiple water service delivery options using agreed weighted MCA process.
Wairarapa and Tararua Joint Council project:
The purpose of the Wairarapa and Tararua Joint Council project is to enable the councils and communities of South Wairarapa, Carterton, Masterton and Tararua - or any combination of these four Councils - to make an informed decision on the arrangements under which they will deliver a Water Services Delivery Plan. This is in preparation for the expected legislative requirement for a WSDP under the Local Government (Water Services Preliminary Arrangements) Bill.
Even though Officers are actively working across all 3 options, the MCA are being developed from within the Wairarapa and Tararua Joint Council Project team.
To date the joint council project team has:
· Agreed the delivery of the project through will occur through a layered approach of a:
o Dedicated Project Team Lead (Robyn Wells from SWDC), supported by
o Project Team (a Senior Manager from each participating Council),
o Project Steering Group (the respective Council CEO’s), and finally an
o Advisory Oversight Group (one Elected Member from each participating Council and 2 Iwi representatives).
• Since formation in early June the project team has met weekly (eight times to end of July) and, also met with the Water Services Plan team from Wellington twice.
• Met with the Tararua CE and Chief Advisor which resulted in TDC joining the project (25th June).
• The Rangitāne member of our Wairarapa + Tararua Advisory Oversight Group (WTAOG) has also been brought up to speed and introduced to the project team and purpose.
• Made a written submission on Bill #2, including an oral presentation on 24th June.
• Finalised the project Terms of Reference which have been signed by the four CEs included as Attachment 1.
• A two-page FAQ sheet has been prepared and sent out for posting on council websites.
• An update summary from the Wellington Regional Team has been sent through to all councillors along with a brief update on this project for context.
• A Position Description has been agreed for the Project Lead secondment position and SWDC have successfully found a replacement to backfill her role who starts on 23rd July.
• Presentations on how other council groupings are approaching the decision have been sought and received (Waikato, Hawkes Bay).
• Workshops have been held to develop a MCA framework for consideration of all practicable options for a Water Services Delivery Plan arrangement. This MCA will be shared with the Steering Group, the AOG and Councils once the framework has been completed.
Financial Modelling
The legislation as drafted (Bill 2) requires a WSDP must show how the plan - amongst other things – maintains (or achieves) drinking water compliance; maintains (or achieves) regulatory compliance; supports housing growth and is financially sustainable.
Councils are required to show financial prudence benchmarks in our Annual Reports. However, Councils have not previously been required to show delivering three waters services is financially sustainable separately from Council. Separating out three waters revenue, costs and debt and ensuring this is financially sustainable is proving to be a significant hurdle for some Councils.
Financial modelling for the three Wairarapa Councils has been provisionally completed using the Funding and Pricing Path (FPP) model. This has also been completed in draft form for the four councils and is currently being updated with CDC information from our LTP.
Agreement has been received from the financial consultant to give CDC full access to his modelling and to enable an update of CDC data and the terms of this are being confirmed.
Economic network modelling has also been completed for the wider Wellington Region LWDW project by Gravel Road. This incorporates the three Wairarapa councils into the Wellington Region group at a high level and this has been presented to officers, CEs and the Wellington AOG.
We have obtained agreement from the Wellington Regional LWDW project to leverage the Gravel Road modelling for the Wairarapa project work.
We have agreed the process of bringing the two financial models together conceptually to confirm the results and assumptions of each model.
Options
There are 3 plausible options being considered by CDC:
2. Status quo – CDC to continue to deliver water services independently.
3. Provincial Option – Joint Wairarapa District Councils and Tararua District Council.
4. Wellington Regional Option – Joint Wellington Regional councils including Kapiti and Horowhenua District Councils.
5. NEXT STEPS
1. Complete the MCA definitions and anchored scales.
2. AOG to endorse MCA criteria and definitions
3. Investigation of criteria
4. Analysis of criteria
5. Recommendation of preferred option to AOG.
6. Workshop MCA recommendations with individual councils.
6. CONSIDERATIONS
6.1 Climate change
There are no specific climate change considerations to this report.
6.2 Tāngata whenua
Tāngata whenua participation has been incorporated into the Wellington Region Advisory Oversight Group with the appointment of Jo Hayes representing Rangitane o Wairarapa and Ngāti Kahungunu ki Wairarapa.
The Terms of Reference for the Wairarapa and Tararua Joint Project provides for two mana whenua appointments alongside the three Council appointments on the Wairarapa Advisory Oversight Group. These appointments have not yet been finalised by the AOG.
6.3 Financial impact
Costs for the work are being funded from former Three Waters Transition funding, which has been reallocated by the DIA towards Local Water Done Well.
6.4 Community Engagement requirements
The update to Council does not require public engagement at this time. The proposed legislation indicates a requirement for public engagement prior to Council undertaking a decision regarding a WSDP. We are seeking legal advice to confirm the most appropriate time for public engagement to occur.
6.5 Risks
There are no risk associated with the decision of this report at this time.
Risks associated with the individual options and how that relates to this council will be communicated, when the relevant decision is tabled.
That the Council/Committee:
1. Receives the report
File Number: 410153
Author: Johannes Ferreira, Infrastructure Services Manager
Attachments: 1. LWDW Wairarapa Tararua Joint Terms of Reference ⇩
|
Ordinary Council meeting Agenda |
31 July 2024 |
1. Purpose
For the Council to be informed on planned Council operational activities, major projects, and other matters of importance and interest.
2. Significance
Unless otherwise stated the matters for decision in this report are not considered to be of significance under the Significance and Engagement Policy.
3. Community services
Community Development
Grants
Waste Minimisation Grant
Preparing to open the Waste minimisation ‘Annual Contestable Fund’ and ‘Rapid Fund’ for 2024. The Annual Contestable Fund will be open from July – October 31st 2024 and welcomes applications for funding over $2000. The Rapid Fund will be open from July 2024 – May 31st 2025 and is for funding amounts less than $2000.
Community Grant acquittal forms
Of the 39 applicants that received Community Grant funding through the annual allocation process, 3 have not yet submitted acquittal documents.
Community Grant 2024 applications:
The 2024 Community Grant applications opened on 17th June and have been advertised in the Crier, Wairarapa Times Age, the Carterton Neighbourhood Support newsletter and Facebook page. Applications close on the 31st July 2024.
Community Events
June saw the return of the Charles Rooking Carter Awards which provided an opportunity to celebrate our district and the people within it. The evening also showcased our Event Centre and the whole team pulled together to deliver a fantastic night.
We had help from the Parks team; the Building Team; People and Wellbeing; Community Development and of course our Event Centre staff.
Results:
Carterton District Council Supreme Award – Cimone Grayson
Bay Irrigation Business Award – Clareville Bakery
WCM Legal – Entrepreneurship Award – A Very Carterton Christmas
MTFJ Youth2Work Award – Jessie Fryer
Carterton Events Centre
· Volunteer Service Award (Group) - Cimone Grayson
· Volunteer Service Award (Individual) - Nelly Kendall-Carpenter
Recognition of Long Service – Barry Pragnell; Gordon Taylor; Ronny
Tankersley; Pool Construction
Daffodil Festival – 15th September
We are well into planning for the Daffodil Festival which is on Sunday the 15th
September. Stalls are selling well, and we are looking forward to a nice sunny
day.
Other Community Events Information
There is now a Community Events information page on the Carterton District
Council website for our Community which outlines information about the Events
Approval Process. Community Events | Carterton District Council
(cdc.govt.nz)
Older persons
With the confirmation of Masterton District Council’s funding of the implementation of the Positive Ageing Strategy, the three Councils have been meeting to plan the year ahead and look at ways that the implementation can be maximised. The focus of the planning will be both internal and external opportunities and barriers.
Encouraging connections
As part of the World Elder Abuse Awareness Day Carterton District Council held a number of events including Clothes swap and purple lunch, the Positive Ageing Strategy Co-ordinator also asked staff to donate goodies for Age Concern Wairarapa coffee morning raffles. Age Concern hold a monthly coffee morning in Carterton – this is an opportunity for participants to meet new people and share some time together with morning tea and speakers. A box of treats gifted by staff was given to the Co-ordinator of the coffee mornings.
Carterton Community Craft Group
A new craft group has started in Carterton meeting the second and fourth Thursday. The Positive Ageing Strategy Co-ordinator has supported the group with a donation of morning tea supplies and printing. The Co-ordinator and the Neighbourhood Support Co-ordinator visited the group to drop off information and to introduce themselves. About 14 – 20 people attend fortnightly.
People over 65 are the second highest demographic group to experience loneliness. As loneliness is considering as dangerous as smoking for people, then it is very important to support opportunities for connection in Carterton.
Older persons and emergency
The Positive Ageing Strategy Co-ordinator in conjunction with St Johns, Neighbourhood Support Carterton and Masterton, Featherston Community Centre and WREMO are progressing work on the Older Persons and Emergency project. The plan is trial the giveaway of 50 “Grab and Go” Bags to older persons that might experience barriers in being able to assemble the equipment needed. St Johns local committee has recently donated 50 first aid kits.
Youth
The youth council hosted a very informative session with the knowledgeable Stephen Hill from elections NZ. He took us through a fantastic PowerPoint where we got a good grasp on what a representation review is, why we do it and the different pathways taken to get to the final steps. This will help us with our submission and our knowledge of happenings within the local government sector.
Pop up Play sessions
We
held a mini pop-up play session on the 15th of July. We turned the foyer and
auditorium into a play space and had many happy, competitive children come in
and visit!
Upskilling youth kaimahi
The three youth development coordinators from CDC, MDC and SWDC supported a young kaimahi workshop which has held at the Events Centre. We had 23 attendees under the age of 24 attend the workshop, where we grew their knowledge of the youth development principles of Mana Taiohi and how to develop effective youth mentoring skills to support other rangatahi amongst themselves.
Festival for the Future
Festival for the Future was attended by 4 of our Youth Councillor’s on
the 17th and 18th of July. It was a huge 2 days of incredible speakers and workshops
in Wellington at the TSB bank arena. Key speakers included Tory Whanau, Mike
Smith, Shaneel Lal and Tame Iti speaking on the panels and two breakout
sessions per day to upskill our kete's. We soaked in the knowledge and the
privilege to be in the same room as some incredible leaders and the inspiration
of other young leaders doing moving things has given us no limits to
ourselves!
Walking and cycling
Wairarapa Walking Festival
The steering group
held meetings in May and June with progress made on the list of walks across
the regions for 2024. Collaboration with Festival Partners Metlink and Tranzit
is occurring to ensure transport for some of the walk destinations. The landing
page on the Carterton Events Centre website has been updated. Dates for 2024
are Friday the 8th November – Sunday 17th November.
CDC nominated Metlink for a Golden Foot award – to improve the walking and wheelchair access at the Carterton Railway station for the Bus Replacement service.
Neighbourhood Support
Sign installation project: Making Neighbourhood Support groups visible! The Council Parks team have made more progress with the new logo sign installation.
Climate change
Healthy Homes Competition
In June, we finalised the winners for the Healthy Homes Competition and were able to distribute three prizes: a tower fan heater (best rated on ConsumerNZ), window vacuum, and 2 m3 of firewood. All prizes were sourced from Carterton-based business, and prizes benefitting Carterton residents to have a warmer, drier winter season.
Events & Training
The Climate Change Advisor was able to support and attend several events over the past month. Firstly, Girls Who Grow had their Wellington Region roadshow promoting the roll out of their education programme encouraging young wāhine into climate positive, agricultural careers. The roadshow visited four high schools in the Wairarapa region, and provided a few scholarships to attend the programme at each school.
Secondly, the Regional Kai Network held a hui at the Shady Mellow in Masterton, bringing together food growers, distributors and waste reduction people from across the Wellington Region. This session focussed on composting and the potential for community-based composting schemes to reduce food waste going to landfill.
Another positive event attended was the Climate Tech Summit, held at the St. James Theatre in Wellington. This summit featured pitches from various ‘clean-tech’ companies aiming to raise capital to support their businesses. Clean technology (also known as clean-tech or climate-tech) is any process, product, or service that reduces negative environmental impacts through significant energy efficiency improvements, the sustainable use of resources, or environmental protection activities.
Finally, the Climate Change Advisor was able to attend a one-day training in Psychological First Aid, organised through the Red Cross. This is particularly relevant in the case of climate-related natural disasters and being able to assess and support people in distressing times. This Psychological First Aid training is obtained alongside the regular First Aid Training and ongoing. Emergency Operations Centre training.
Zero Waste
Zero Waste Education in Schools
The Zero Waste Education programme has been successfully delivered again over the past year in the Carterton District. The delivery of this programme in schools has ongoing success educating children. This waste minimisation education programme is free to schools and is funded from Waste Levy Funds.
Paper 4 Trees
Paper4trees is a waste minimisation and tree planting programme for New Zealand schools and preschools. The programme encourages schools to recycle their paper and cardboard by providing 30 litre classroom recycling bins (free of charge) for every room that generates paper and cardboard waste. When these bins are full, the contents then need to be emptied into the schools main kerbside recycling collection bin, or taken to the local recycling centre.
As an incentive to divert as much paper and cardboard from landfill as possible, the programme rewards each school with one native tree/plant for every two cubic metres of paper and cardboard recycled. Trees are dependent on funding grants.
Events
Events Centre Activities
June was a great month for ticket sales with audience numbers up 75% on the month previous and 16% year on year, and total Box office takings up 35% MoM and 5% YoY.
There was a good mix of community and commercial events with Talent Wairarapa, The Wairarapa Youth Orchestra, WastED with Kate workshop, a youth Disco and the Wairarapa Kids choir. Commercial hires included the always popular Operatunity and a sold-out performance from the NZ Highwaymen.
In June we were also delighted to host the Charles Rooking Carter Awards. A true cross council team effort, it was a brilliant collaboration that was a great showcase for what the event centre can do and be with a bit of imagination and creativity and we’ve received great feedback on the event from the community.
July saw a Pictionary quiz night from perennial favourites Laser Kiwi, and Puss in Boots from The Pantoloons and The Glow Show performances of Bad Jelly the Witch well attended by Children and caregivers on school holidays.
We also hosted a performance from Irish dance and music company Taste of Ireland. There has been a wave of negative feedback from attendees on social media and via direct contact with Event Centre staff about the visibility of the show as the full tiered seating block wasn’t booked by the show. The tiered seating block takes five people a day and a half to set up, and the same again to take down. Using tiered seating also reduces the number of seats that can be sold by around 100. Both of these factors impact the decisions external shows like Taste of Ireland make when booking their event.
We have had a conversation with the producer this week and we going to revisit the seating arrangement if/when they rebook a tour with us. We will work with them to make sure we a providing a great experience next time around. While we would love to have the seating block in all the time for performances, as it makes for a much better viewing experience, it has many implications in terms of cost, time and capacity, and this investment is largely the decision of the producer rather the Event Centre team.
The Event Centre team also need to consider the logistics around bookings, as we host a lot of events that require the floor to be fully flat. We go to great lengths attempting to book events that require the tiered seating block together, limiting the need for a team of five people spending a day and half to construct, and then deconstruct the seating block. Unfortunately, in this case there simply wouldn’t have been time to have the tiered seating block available for this performance and retain the adjacent bookings.
Feedback on the visibility for performing arts and dance shows being poor has increased significantly this year. We've been trying to leave the full seating block in for longer periods whenever we can, or if we can't, there are occasions where we can construct a mini seating block so that at least a portion of the audience can be elevated, however this effectively halves the capacity of the auditorium, and still takes time and resource to construct.
We have recently started collecting economic impact data from show-goers and it’s encouraging to see patrons are going to Carterton or Wairarapa hospitality businesses pre-show. For example, of the surveyed respondents to Taste of Ireland, 32% went out prior to the show for dinner and/or drinks (28% of those in Carterton). As a group they spent a conservative estimate of $2,400 total at Carterton and Wairarapa based eateries and bars.
June 2024:
|
Total Audience of ticketed events |
1383 |
|
Public/ticketed events held |
8 |
|
Commercial Meetings/Events held |
10 |
|
Community Meetings/Events held |
75 |
|
Internal/local govt Meetings/Events held |
114 |
Sales and Marketing
Facebook & Instagram – Reporting period 14th June – 21st July 2024
· Reach: The number of people who saw content from our Carterton Events Centre pages was down 33% on Facebook (reach of 33.2K) and up 148% on Instagram (reach of 2.2K) when compared to our previous report period (ending June 13th 2024).
· Page and profile visits: The number of times our page was visited (i.e. searched) has increased by 7.7% on Facebook and increased 132% on Instagram.
· New likes and follows: We’ve increased our Facebook page likes by 29 (down by 27.5% on last period) Followers on Instagram are up 16.7% on last period with a total of 21 new followers this period.
Mailchimp
Our audience has grown
by 20 subscribers since 14th June. Across the newsletters and feedback forms
sent in the past 30 days we achieved an average open rate of 38%.
Patron Feedback on events:
Laser Kiwi Sketch Game - It was such a fun night!
Taste of Ireland - It was a brilliant show.
Keep up the great work your staff do on the night. Very organized.
Such a beautiful show.
The Glow Show: Bad Jelly The Witch
We took my grandchildren to the Glow Show. We all thoroughly enjoyed it.
The story was close to the original classic book which pleased me. My 5 yo grandson loved it. The audience seemed to be having a great time. Good range of seating. Glow show effects were well done. Thanks.
Carterton Library – Wairarapa Library Service
Staffing
South Wairarapa District Council (SWDC) has recruited three new permanent WLS staff. The full-time Library Assistant starts their 37.5 hours per week role on Tuesday 23 July, and the two permanent part-time Library Assistants will start their roles the week of Monday 12 August. Once the new staff have been trained, Featherston, Martinborough, and Greytown Libraries will reopen for five and a half days a week to bring them in line with Carterton Library. This is expected to be in late September or early October 2024.
Spydus 11 Upgrade
The library management system upgrade to Spydus 11, coordinated with SMART consortium partners and system providers CIVICA, went live on Friday 28 June. The process went smoothly and the enhanced system is working well.
RFID
Plans are progressing for the introduction of RFID technologies at WLS libraries in late 2024. This will be a two year project to move towards self-issue and complete technical integration with the SMART consortium. No formal commitments will be made before the Long-Term Plan is considered and adopted.
Circulation
During June 2024 a total of 9,124 print items were issued across the WLS network. Of these Carterton Library issued 4,189 print items.
74 new members joined the WLS during June 2024 with 32 of these joining at Carterton Library.
3,284 e-book, audiobook, and e-magazine items were borrowed through WLS online platforms during June 2024.
Programming
WLS libraries continued to be busy with activities during June and the first half of July 2024. Carterton Library held regular children’s sessions of Wā Kōrero and Build with Bricks. Knit & Give, the Carterton Morning Book Club, and the WLS Evening Book Club were among the adult programmes offered at Carterton Library. The July School Holidays were also busy at the Carterton Library with free art and craft events.
Adult programmes were busy in Carterton Library over the last six weeks and included Digital Seniors and the Evening Book Club hosted by Carterton Branch Librarian Andrea Darbyshire. An author event with writer Katharine J Adams, held in conjunction with Wai Word, attracted a crowd of 50 people.
Parks and Reserves
On the 3rd of July we celebrated our Parks and Reverses Manager; Clinton Thompson’s 35th Anniversary working for Carterton District Council.
Clint started at council (a few years ago) as a general labourer, his work over the years has had a significant impact on the Carterton District. Congrats Clint on reaching this milestone, Carterton is very lucky to have you!
Street Reserves
The shrubbery garden beds throughout town have been given some attention with weeding trimming and mulching which was a focus for the parks team in June.
The Kowhai trees that were planted last winter on Rexwood Street have been re-staked and tied they have now been mulched and a missing specimen was replaced.
The Broadway centre garden bed that had been planted with a new suite of shrubs has been visited by plant thieves with several plants disappearing soon after being planted.
Bollards were installed at the esplanade reserve in Fiest Street to restrict access to adjacent farmland after several complaints from residents were received about the reserve being damaged by this activity.
Parks
The decision to close Sparks Park for maintenance on Monday morning has been well received by the community and park users, with positive feedback received from many of the frequent users.
Swimming Pool
Preparations for the upcoming swimming season have begun. With the emptying of the toddler’s pool, so a fresh coat of paint can be applied. The pumps have been started and circulation of the water through the filters has begun.
Cemetery
· Maintenance is ongoing.
· Extra resources continue to be employed at the cemetery while our caretaker is on light duties.
· Tree maintenance and attention to the mulch around the trees was a focus in June.
· The Plotbox cemetery management system is now operational, and it remains a WIP as we begin to add data into the new system.
· KCBG are currently working up at the cemetery on Fridays as they embark on their yearly leaf clearing activities.
· A new suite of garden plants were planted in the main drive garden to enhance the space.
Rural Reserves
The Gladstone reserve camping area entrance has had several applications of base course as maintenance and the access gate/chain was locked to prevent the reserve being damaged over the wetter months. However recently vandals have broken through the chain gate access at Gladstone reserve damaged the posts and ripped up the reserve. They have left the reserve in a damaged condition. We will be upgrading the fence and gate which will ensure better security for this reserve.
4. Infrastructure services
Water Operations
Sickness has been causing a few issues, however despite the water team almost all off for a week, the team has worked hard and caught up with the water leaks, clearing the back log over a couple weeks.
The reservoirs are operating well with the operators getting used to the new operation. It will be good to have the additional irrigation area available next summer with the Regional Council’s contractor is progressing well with the installation.
The inlet pump station at the front of wastewater is a different issue, with the old equipment failing. Temporary repairs are being installed to keep it operating, but the newer equipment is sized different requiring modification of pipework to fit them in. This highlights the need for the inlet works upgrade project.
Roading
The roading team is progressing well on preparation for this year’s surfacing renewal and pavement rehabilitation program. The preparation also known a “pre-seal” treatment includes activities such as edge-break repairs and potholes. A more detailed roading report will be presented at the Policy and Projects committee.
Annual Report
The finance team has started preparation of the 2023/24 Annual Report. as required under the local Government Act 2022 this will be required to be adopted by the end of October
6. People and Wellbeing
Our People
Winter illness and COVID-19 has contributed to a significant increase in
staff sickness across the council over the past 6 weeks. While core
service delivery has been maintained, and despite some unwell staff still
managing to work from home, many teams have been working under pressure to
cover gaps left by sick members.
Additionally, the delay in the adoption of the Long-Term Plan (LTP) has created added workloads and changed priorities for already busy staff, particularly across the Rates, Democratic Services, Finance, and Communications Teams. The completion of the LTP process will enable staff to address other demands and resume work programmes.
In August, the council is partnering with Kuranui College to give some Year 11 students the chance for workplace experience. They will have an opportunity to spend a day in a chosen industry, seeing firsthand the work related to the industry, and allowing them to consider what type of work they may enjoy in the future. Council placements have been offered in the Library, Infrastructure, Building, and Communications and Engagement Teams. Students will be able to experience the many different activities of the teams, and generally understand more about the world of work. This is a great opportunity to promote Local Government as a career option and encourage students to join the sector in the future.
Māori Responsiveness Strategy
CDC celebrated Matariki
(the Māori New Year) on Thursday, July 27th, ahead of the public holiday
on July 28th. Embracing this year's theme, Matariki Heri Kai, staff and
councillors came together to share a waiata (song) and kai (food). The event
was warmly received, fostering a deep sense of togetherness and unity among
staff, while also educating attendees on the profound significance of Matariki
for Māori.
Increasing staff capability in Te Reo Māori continues, most recently supported by installing kupu (words) with the English translation in staff workplaces which strengthens everyday visibility and helps staff towards proficiency in the language.
We are eagerly preparing staff and the community activities for Te Wiki o Te Reo Māori (Māori Language Week) 14th to 21st September. Plans include the release of a daily "Te Waiata o te Rā" (song of the day), promotional signage at front counters, and lamp post banners. Staff in front-facing roles will greet the public with a warm "kia ora."
Health & Safety
(H&S)
For the reporting period 18 June - 22 July, we received the following incident reports:
• 3 near miss reports
• 1 report of damage
Staff continue to experience instances of adverse customer behaviour with 2 of the incident reports involving the use of abusive language.
Our staff safety alert messaging for July is focused on the dangers of working while fatigued. We have covered the signs, symptoms and potential consequences of fatigue, and provided information on how staff may manage fatigue safely.
‘Working alone and remotely’ is one of our five biggest H&S risks. We are currently in the process of updating our lone worker monitoring system which involves reviewing policies and processes, and trialling new devices that will improve staff safety and enable us to meet our legislative obligations.
7. MAJOR PROJECT UPDATES
For this council meeting the Infrastructure Teams reporting was focussed around LWDW, Flat Point Flood Resilience project and Norman Avenue Upgrade Project. A detailed major project report will be presented at the Policy and Projects committee.
8. CONSIDERATIONS
8.1 Climate change
Considerations have been noted in the report, as appropriate.
8.2 Tāngata whenua
Considerations have been noted in the report, as appropriate.
8.3 Financial impact
There are no financial decisions required as part of this report.
8.4 Community Engagement requirements
There are no community engagement requirements needed as a consequence of this report.
8.5 Risks
Risks have been identified in the body of this report. No further additional risks have been noted.
That the Council:
1. Receives the report.
File Number: 386792
Author: Geoff Hamilton, Chief Executive
Attachments: Nil
|
Ordinary Council meeting Agenda |
31 July 2024 |
7.11 Service Requests and Complaints
1. Purpose
For the Council to be informed on Service Requests received in June 2024 and Complaints received from 7 June to 12 July 2024.
2. Significance
The matters of decision in this report are not considered to be of significance under the Significance and Engagement Policy.
3. Background
Customer Service Requests and Complaints come to Council through many avenues. It is preferred that the Service Requests and Complaints are in writing, however, Council will accept these via telephone, people who come into the Council office, or by letter, email, and through our Social Media channels.
The local government legislation sets out specific responsibilities for functions and activities to be delivered by Council. Council’s obligation under the legislation is to meet the Department of Internal Affairs (DIA) performance measures that are reported on quarterly and annually. The key performance is to acknowledge the Service Requests and Complaints within the first 24 hours.
Council has an obligation to respond within 10 working days of receiving the Service Request or Complaint to inform if any additional time is required to resolve the issue.
All requests are recorded in a Service Request Management system register and saved in the Council’s document management system.
Service Request Management is the operational system for the management of all requests for Council action excluding information requests, progress on consent/licence applications, and library/Event Centre activity. Such requests essentially cover the following business activities:
· Animal control
· Health
· Parks and Reserves
· Potable Water
· Waste Water
· Storm Water
· Roading
· Rural Water
· Solid Waste
· Building Services
· Operations
· Management
· Infrastructure
· Communications Team
Council officers consider these to be service-related, that is, Council responding to a resident or community request.
A Service Request is any notification received from a customer, client, contractor or member of the public regarding a fault, a breakdown in service, or investigation of issues and concerns.
A Complaint is an expression of dissatisfaction with a CDC decision, process followed, outcome, employee or contractor action, or quality of service.
A person can log a service request or a complaint or report a fault online which can be viewed in the Carterton District Council website on this link: https://cdc.govt.nz/service-request/ .
4. Service request reporting
Attachment 1 contains the list of the 14 Business Activities and the number of Service Requests received covering the month of June 2024. Depending on the circumstances of the request within each activity, some request may take longer to complete and can be affected by weather conditions.
As of 12 July 2024, there were no service requests open.
The table below shows total numbers of service requests received from January to June 2024.
|
Number of service requests received |
||
|
Month |
Year |
|
|
|
2024 |
|
|
January |
132 |
|
|
February |
130 |
|
|
March |
119 |
|
|
April |
114 |
|
|
May |
93 |
|
|
June |
8 |
|
|
July |
|
|
|
Total |
668 |
|
5. reporting ON service complainTS
As per Council’s obligations under the Local Government Act 2002, Council must respond to Service Complaints within 10 working days of receiving a complaint.
What Constitutes a complaint is an expression of dissatisfaction, from our customers, with a CDC decision, process followed, outcome, employee or contractor action, or quality of service.
Where the information has been withheld under section 7(2)(a) of the Local Government Official Information and Meeting Act 1987 (the Act), the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons.
Attachment 2 contains the Complaints received from 7 June to 12 July 2024.
As of 12 July 2024, there is one open complaint.
Records of numbers of complaints received began in October 2023.
The table below shows total numbers of complaints received from the year 2023 to 2024.
|
Number of complaints received |
||
|
Month |
Year |
|
|
|
2023 |
2024 |
|
January |
|
5 |
|
February |
|
6 |
|
March |
|
6 |
|
April |
|
1 |
|
May |
|
4 |
|
June |
|
1 |
|
July |
|
|
|
August |
|
|
|
September |
|
|
|
October |
3 |
|
|
November |
7 |
|
|
December |
6 |
|
|
Total |
16 |
23 |
That the Council:
Receives the report.
File Number: 406577
Author: Serah Pettigrew, Democratic Services Officer
Attachments: 1. Service Requests received covering the month of June 2024 ⇩
2. Service Complaints covering the period from 7 June to 12 July 2024 ⇩
|
Ordinary Council meeting Agenda |
31 July 2024 |
7.12 Local Government Official Information and Meetings Act Requests
1. Purpose
To inform the Council of the number of requests under the Local Government Official Information and Meetings Act (LGOIMA) 1987 (the Act) 7 June 2024 to 12 July 2024
2. Significance
The matters for decision in this report are not considered to be of significance under the Significance and Engagement Policy.
3. Background
The Act allows people to request official information held by local government agencies. It contains rules of how such requests should be handled and provides a right to complain to the Ombudsman in certain situations.
The purpose of the Act is to increase the availability of official information held by agencies and promote the open and public transaction of business at meetings.
The purposes of LGOIMA are specified in Section 4 which can be viewed here: https://legislation.govt.nz/act/public/1987/0174/latest/DLM122283.html
· written documents, reports, memoranda, letter, notes, emails and draft documents
· non-written documentary information, such as material stored on or generated by computers, including databases, video or tape recordings
· information, which is known to an agency, but which has not yet been recorded in writing or otherwise (including knowledge of a particular matter held by an officer, employee or member of an agency in their official capacity)
· documents and manuals which set out the policies, principles, rules or guidelines for decision making by an agency
· the reasons for any decisions that have been made about a person.
It doesn’t matter where the information originated or is currently located, if it is held by the council, it must be provided if requested, unless there is reason to withhold the information, as specified in Section 7 which can be viewed here: https://legislation.govt.nz/act/public/1987/0174/latest/DLM122287.html
Councils must respond to a requester ‘as soon as reasonably practicable’ and no later than 20 working days after the day on which the request was received. Our practice is to acknowledge receipt of the request within the first working day. We respond promptly to requests and generally well ahead of the 20 working days.
Where a person requesting the information indicates urgency, we can prioritise our response ahead of other work. This mainly relates to requests from the media. Not all media requests for information are treated as LGOIMA requests.
All requests are recorded in a register and saved in our document management system.
The Council proactively publishes official information responses on our website. As such, the Council may publish the response on the CDC website after five working days. The requestor’s name and contact details will be removed. Proactive release of information to the public promotes openness and transparency and fosters public trust and confidence in Council. There are administrative benefits for the Council, such as reducing requests for information which is publicly available and allowing for greater ease of handling of the requests that are received.
Published LGOIMAs can be viewed here: https://cdc.govt.nz/your-council/official-information/lgoima/
Most requests for information are supplied free of charge. Councils are entitled to charge for requests for information. Charging is based on the hours spent on a request, which includes the processing of files or any copying that is required. Councils charging policy is based on the Ministry of Justice Guidelines.
4. reporting lgoima requests to council
Attachment 1 contains the requests received from 7 June 2024 to 12 July 2024 as well as two requests received in May, which was open at the time of the June 2024 report to Council.
As of 12 July 2024, there is one open requests.
The table below shows total numbers of requests received from the year 2022 to 12 July 2024.
|
Number of LGOIMA requests received 2022-2024 |
|||
|
|
2022 |
2023 |
2024 |
|
January |
4 |
10 |
4 |
|
February |
4 |
5 |
7 |
|
March |
14 |
5 |
5 |
|
April |
5 |
7 |
7 |
|
May |
6 |
11 |
7 |
|
June |
8 |
6 |
0 |
|
July |
1 |
7 |
1 |
|
August |
7 |
16 |
|
|
September |
7 |
10 |
|
|
October |
6 |
4 |
|
|
November |
8 |
12 |
|
|
December |
3 |
5 |
|
|
Total |
73 |
98 |
31 |
5. OMBUDSMAN
There have been no LGOIMA complaints to the Ombudsman.
That the Council:
1. Receives the report.
File Number: 406578
Author: Serah Pettigrew, Democratic Services Officer
Attachments: 1. LGOIMA requests from 7 June 2024 to 12 July 2024 ⇩
|
Ordinary Council meeting Agenda |
31 July 2024 |
|
31 July 2024 |
RESOLUTION TO EXCLUDE THE PUBLIC
|
That the public be excluded from the following parts of the proceedings of this meeting. The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:
|
